Appointments and applications

SITUATION

Industrias Montresor is a company based in Zaragoza, in northern Spain. It manufactures heavy machinery for the chemical industry. Every department in Montresor uses computers, and as the organisation grows, the computer systems grow with it. Montresor now decides that it needs a Divisional Software Engineering Manager. This lesson is about finding the right person for this job.

CHARACTERS

LANGUAGE

Describing the job - drafting the advertisement

3.1 Speaking practice: returning a call

Joe Andrews is Staff Controller at Industrias Montresor in Spain. Pilar Soto calls him on the telephone. Listen to what they say. When you hear it the second time, there will be pauses. You speak the part of Pilar Soto.

JOE	Extension 7385: Joe Andrews speaking.
PILAR	Good morning, Joe. It's Pilar Soto. I'm returning your call .
JOE	Oh, hello, Pilar. That's right, there was something I wanted to ask you about. That new software engineering post.
PILAR	Yes, indeed. We need to appoint someone pretty soon.
JOE	Right. Do you want to come and have a chat about the job description?
PILAR	Well, I've jotted down a few ideas. I'll tidy them up and get them typed and you can have a look at them.

3.2 Document study

Pilar Soto is Data Manager at Industrias Montresor. This is what her notes looked like when they had been typed. Notice how careful she is to say exactly what the new employee will have to do.

3.3 Listen and read

Joe Andrews and Pilar Soto meet to discuss the qualifications and experience they are looking for in the new software manager. Listen to what they say. Make notes of what they want, under the headings 'essential' and 'desirable'. You will need these notes for 3.7.

JOE	Come in, Pilar - take a seat, won't you? Thanks for your draft of the job description - it looks OK to me - what we need to do now is to draft the advertisement.
PILAR	Yes. That's more your line , of course. But I can tell you something about the qualifications we'll be looking for.
JOE	Previous experience?
PILAR	Well, to start with, a degree in computing - preferably a postgraduate qualification - plus at least three years' experience.
JOE	Mhm. Need that be in the chemical industry?
PILAR	We can't afford to be that specific. We just need a good software engineer.
JOE	Right. How old should he be?
PILAR	Joe, it needn't be a 'he'.
JOE	Sorry! What's the top age limit?
PILAR	Just say 'the successful applicant is likely to be under thirty-five'.
JOE	And they must be fluent in English, I suppose.
PILAR	Oh yes, that's essential, because whoever gets the job, their first assignment is going to be a training course in Japan.

3.4 Document study

This is the advertisement that appeared in several daily newspapers and specialist journals. Which of the items discussed by Joe Andrews and Pilar Soto (in 3.3) appear in the advertisement?

DIVISIONAL SOFTWARE ENGINEERING MANAGER

...rapid career development for a high-flier...

INDUSTRIAS MONTRESOR is an expanding multinational corporation, active in chemical engineering and marketing its products and services to the petro-chemical industry. Our West European Division, located in Zaragoza, Spain, is urgently seeking an ambitious Software Engineer to build and take charge of an enthusiastic team.

The successful applicant is likely to be under 35 and to have an outstanding track record in the field of software engineering (not necessarily relating to the chemical industry). He or she currently holds a post of responsibility at middle management level and is fluent in Spanish and English. A postgraduate qualification will be an advantage.

Salary negotiable.

Expense allowance, company car, generous fringe benefits. Apply with c.v. and names of two referees to: Dept. F, Industrias Montresor SA, Apdo 234, Zaragoza, Spain, before 17 January 1992.

3.5 Reading for key words

Find the words or phrases in 3.1-3.4 that tell you the following:

3.6 Find the word

Read the text below on recruitment. Fill the gaps with words from the box. If you're not sure of the meaning of any of the words, you will find them in the glossary.

3.7 Sorting out the applicants

Joe Andrews reads hundreds of applications each year. He has a printed form which he and Pilar use to help them choose who to interview. Write the qualifications and experience they are looking for, first the most important, then the less important. The notes you made for 3.3 will be useful here. Save it somewhere for further comparison in the next lesson.

Putting in your application

3.8 Structure practice: writing and speaking dates

You will see and hear a lot of dates on these pages. Listen to the dates below being spoken and then practise saying them.

1 March 1988 'the first of March nineteen eighty-eight'
17 November 1990 'the seventeenth of November nineteen ninety'
2 June 1995 'the second of June nineteen ninety-five'

You could also say:

'March the first', 'November the seventeenth', 'June the second'

In America, and sometimes in Britain, dates are written like this, with the month first: November 17 1990; June 2 1995. Be careful! Dates are sometimes written in number form only: 3.7.90. In Britain this would mean 'the third of July nineteen ninety'; in America, and on many computers, it would mean 'the seventh of March nineteen ninety'.

3.9 Listen and read

Carlos Vila is a Spanish computer programmer working in Britain. He saw the Industrias Montresor advertisement after the closing date, but he thought he would telephone Joe Andrews anyway. Listen to what they say. Is Carlos too late?

JOE	Joe Andrews speaking.
CARLOS	Good morning. My name is Carlos Vila. I've just seen an advertisement in the 'International Herald Tribune'. It said you were looking for a Divisional Software Engineering Manager. I'm very interested, but I wonder if it's too late to apply.
JOE	Well, the deadline was two days ago, but give me some details about yourself. What did you say your name was?
CARLOS	Vila - Carlos Vila Monterde.
JOE	Could you spell that, please - surname first.
CARLOS	Vila, V-I-L-A. Monterde, M-O-N, T-E-R-D-E. First name, Carlos, C-A-R, L-O-S.

3.10 Speaking practice: talking about yourself

Joe and Carlos continue their conversation. Joe's part of the conversation is printed below. Listen to what they say, then listen again and speak the part of Carlos. To help you, the information that Carlos gives is printed on his c.v. in 3.11.

3.11 Document study: writing your c.v.-1

3.12 Structure practice: prepositions of time

The most common prepositions of time are 'in', 'from' and 'for':

in 1984 — in March 1993
from 1976 — from April to June — from 14 December
for three years

Re-read the dialogues and documents in this lesson, then answer the questions below, using 'in', 'from' or 'for'. Use the information from Carlos's c.v. in your answers. There are many possible answers; the answer key gives one typical answer for each question.

3.13 Listen and read

Before he wrote the letter to Industrias Montresor, Carlos wanted to speak to his manager at Topdown Systems, Helen Tomlinson. Listen to what they say. What words do they use to show that the conversation is private?

CARLOS	Helen, could I have a quick word with you?
HELEN	Sure! Come into my office. Have a seat.
CARLOS	There was something that I wanted to ask you about. I don't want to say anything about this officially yet - this is just between you and me — but...
HELEN	But you think it's time you moved on and you're applying tor another job.
CARLOS	Well, yes. How did you know? Anyway, could I ask you a favour? Can I give your name as a referee?
HELEN	Of course you may. Are you applying for a particular job, or are you just looking generally?
CARLOS	Oh no! It's a chemical machinery corporation which operates in several countries, including Spain. They want a software engineering manager, someone to build up a new team. They’re sending me full particulars. I'll photocopy them for you.
HELEN	There’s no need. They’ll send me a copy anyway if they ask for a reference. OK, Carlos, thanks for telling me. You'll let me know what happens, won't you?
CARLOS	If anything does! Actually, I’ve spoken to them on the phone. They sound quite interested.
HELEN	Well, I wish you luck. I promise I won't mention it to anyone else unless you're called for interview.

3.14 Reading for key words

Find the words or phrases in 3.13 that tell you the following:

1. Carlos doesn't want people to know that he is looking for another job.
   
2. Helen has already guessed that he is looking for another job.
   
3. She wants to end the conversation.
   
4. He thinks that he won’t get the job.
   
5. But he also thinks that he might get the job.
   

3.15 Letter layout

Business letters are usually quite formal. The different parts of a business letter are listed below. Look again at Carlos's letter to Industrias Montresor (click to show). Which items has he not used?

1. the writer's signature.
2. the subject of the letter.
3. the writer's name.
4. the company letterhead (that is the company's name and address).
5. the signature block.
6. the farewell.
7. the date.
8. the greeting.
9. the name and address of the recipient.
10. the writer's job title.
11. the company logo.

3.16 Document study

A day or two later, Helen receives a reference request from the Staff Controller of Industrias Montresor. This is her reply. Each of the parts has a label. For each label (a-k) write the number of one of the parts of a business letter listed in 3.15.

This is the original task. Unfortunately, the page from the original source is missing. Just study the document with prompts to it.

		Topdown Systems Ltd Unit 37 Medomsley Road
Mr J Andrews Staff Controller Industrias Montresor SA Apdo 234 Zaragoza, Spain		Consett Co. Durham DU11 5AE England

29 January 1992

CONFIDENTIAL

Dear Mr Andrews

Applicant for post of Divisional Software Engineering Manager: Dr Carlos VILA Monterde

Thank you for your enquiry dated 24 January. Dr Vila has worked for this company since October 1990, first as a Client Consultant, and since July 1991 as a Senior Software Development Engineer. Although appointed to the Marketing Department, he has been attached to the Industrial Clients Department since the date of his promotion.

He is one of four SSDEs in my Department, who report direct to me. There are eleven Software Development Engineers, and we have a support staff of four. I have found him a willing and agreeable colleague and a very competent member of my team. He is dependable and hard-working. On three occasions, as Project Leader of important client projects, he has shown effective leadership qualities. He has a natural aptitude for understanding and solving problems. He is a good communicator, and although he sometimes appears to lack confidence in English, this has not been a serious obstacle in his work.

Having studied the particulars of the post for which he has applied, I can confidently recommend him.

Yours sincerely,

(Mrs) Helen Tomlinson
Manager, Industrial Clients Department

3.17 Writing practice: a formal letter

After reading Helen's letter carefully, you should be able to work out what Joe Andrews wrote in his letter to her. It was quite short, but it asked for all the information that Helen gave in her letter. Write Joe Andrews's letter. The beginning is shown below.

Mrs Helen Tomlinson
Manager, Industrial Clients Department
Topdown Systems Limited
Unit 37, Medomsley Road
Consett
County Durham DU11 5AE
England

24 January 1992

Dear Mrs Tomlinson

Dr Carlos VILA Monterde, Applicant for post of Divisional Software Engineering Manager

We have received an application from Dr Vila for this post. Details of our company and a copy of the job description are enclosed. Dr Vila has told us that we may apply to you for a reference.