Interview Guide for

People Operations Specialist

This comprehensive interview guide is designed to help hiring teams effectively evaluate candidates for the People Operations Specialist role. It provides a structured approach to assessing candidates' skills, experience, and fit for the position through a series of targeted interviews and exercises.

The guide is organized into several key sections, including a screening interview, work sample, hiring manager interview, and behavioral competency interviews. Each section contains specific questions, guidance for interviewers, and scorecards to ensure a thorough and consistent evaluation process.

How to Use This Guide

Familiarize yourself with the entire guide before beginning the interview process.
Use the questions and guidance provided for each interview stage, adapting them as needed to fit your specific organizational context.
Complete the scorecards after each interview to maintain a clear record of candidate assessments.
Conduct a debrief meeting with all interviewers to discuss findings and make informed hiring decisions.
Leverage the reference check section to validate your impressions and gather additional insights about top candidates.

For additional ideas and alternative questions for the People Operations Specialist role, check out our People Operations Specialist interview questions resource.

Remember, this guide is a flexible tool designed to support your hiring process. Feel free to adjust and customize it to best suit your organization's needs and culture.

Job Description

📋 Role Overview

We're seeking an energetic and personable People Operations Specialist to join our global People team. This role will be the first point of contact for employees and external stakeholders, providing support across various HR functions including onboarding, payroll, benefits, compliance, and People systems.

🔑 Key Responsibilities

Respond to employee inquiries regarding HR policies, benefits, and processes
Manage personnel actions in Workday throughout the employee lifecycle
Maintain accurate HR records and reports, ensuring data integrity and confidentiality
Support special projects and initiatives related to People operations
Assist with new hire onboarding and special events
Conduct periodic audits of People processes and data

🌟 What Success Looks Like

Efficiently resolving employee inquiries with a high satisfaction rate
Maintaining accurate and up-to-date employee records in Workday
Successfully collaborating with other HR teams and departments
Identifying and implementing process improvements
Ensuring compliance with HR policies and procedures

📊 Qualifications

Must-Have

1-3 years of experience in HR operations or as an HR generalist
Proficiency with HRIS systems (preferably Workday) and Microsoft Office suite
Strong problem-solving skills and attention to detail
Excellent written and verbal communication skills
Ability to handle sensitive information with discretion

Nice-to-Have

Experience with ticketing systems (e.g., Jira)
Knowledge of HR best practices and compliance requirements
Experience in a high-growth, global company

💪 Core Competencies

Customer service orientation
Attention to detail
Adaptability
Collaboration
Continuous learning

📍 Location

[Location - Remote/Hybrid/Office]

💰 Compensation

[Salary Range + Benefits Overview]

Ideal Candidate Profile (Internal)

🎯 Role Overview

This role is critical for maintaining efficient HR operations and providing an excellent employee experience. The ideal candidate will balance day-to-day operational tasks with continuous improvement initiatives.

Essential Behavioral Competencies

Customer Focus
Attention to Detail
Adaptability
Collaboration
Problem-Solving

Example Goals for Role

Achieve 95% satisfaction rate on employee HR inquiries
Reduce average response time for HR tickets by 20%
Implement 2-3 process improvements per quarter
Maintain 99% accuracy in employee data management
Successfully onboard 100% of new hires within their first week

Ideal Candidate Profile

Strong organizational skills with ability to manage multiple priorities
Proactive problem-solver who can identify and implement process improvements
Excellent interpersonal skills with ability to build relationships across all levels
Quick learner who stays up-to-date with HR trends and best practices
Comfortable working in a fast-paced, dynamic environment
[Additional company-specific requirements]

‍

Screening Interview

Directions for the Interviewer

This initial screening interview is crucial for quickly assessing if a candidate should move forward in the process. Focus on work eligibility, cultural fit, relevant experience, and key skills. Getting details on past performance early is essential. Ask all candidates the same questions to ensure fair comparisons.

Directions to Share with Candidate

"I'll be asking you some initial questions about your background and experience to determine fit for our People Operations Specialist role. Please provide concise but thorough answers. Do you have any questions before we begin?"

Interview Questions

1. Are you legally authorized to work in [country] without sponsorship?

Guidance for Interviewer:Areas to Cover:

Confirm work eligibility status
Any visa or work permit requirements

Possible Follow-up Questions:

When does your current work authorization expire?
Are there any restrictions on your ability to work?

2. Tell me about your most recent role in HR operations or as an HR generalist.

Guidance for Interviewer:Areas to Cover:

Relevance of past experience
Scope of responsibilities
Types of HR systems used

Possible Follow-up Questions:

What was your typical day like in this role?
How did you handle confidential information?
Can you give an example of a process improvement you implemented?

3. What interests you most about this People Operations Specialist role at our company?

Guidance for Interviewer:Areas to Cover:

Knowledge of company/role
Alignment with role expectations
Career motivations

Possible Follow-up Questions:

What do you know about our company culture?
How does this role fit into your long-term career goals?
What excites you most about HR operations?

4. Walk me through your experience with HRIS systems, particularly Workday if you have used it.

Guidance for Interviewer:Areas to Cover:

Specific systems used
Level of proficiency
Types of tasks performed

Possible Follow-up Questions:

How did you ensure data accuracy in the HRIS?
Can you describe a complex issue you resolved in Workday?
How do you stay updated on system changes or updates?

5. Describe a situation where you had to handle a sensitive HR matter. How did you approach it?

Guidance for Interviewer:Areas to Cover:

Discretion and confidentiality
Problem-solving approach
Communication skills

Possible Follow-up Questions:

How did you ensure confidentiality throughout the process?
What was the outcome of the situation?
What would you do differently if faced with a similar situation now?

6. How do you prioritize your workload when dealing with multiple urgent requests?

Guidance for Interviewer:Areas to Cover:

Organizational skills
Ability to handle pressure
Decision-making process

Possible Follow-up Questions:

Can you give an example of a time when you had conflicting deadlines?
How do you communicate with stakeholders when you can't meet all requests immediately?
What tools or methods do you use to stay organized?

7. What questions do you have about the role or our company?

Guidance for Interviewer:Areas to Cover:

Depth of candidate research
Genuine interest in role
Thoughtfulness of questions

Possible Follow-up Questions:

What excites you most about potentially joining our team?
Is there anything that gives you hesitation about the role?

Interview Scorecard

Work Eligibility

0: Not Enough Information Gathered to Evaluate
1: Not eligible to work without sponsorship
2: Eligible with significant restrictions
3: Eligible with minor restrictions
4: Fully eligible without restrictions

Relevant HR Experience

0: Not Enough Information Gathered to Evaluate
1: No relevant HR operations experience
2: Less than 1 year of relevant experience
3: 1-3 years of relevant HR operations experience
4: More than 3 years of highly relevant HR operations experience

HRIS Proficiency

0: Not Enough Information Gathered to Evaluate
1: No experience with HRIS systems
2: Basic experience with HRIS, no Workday experience
3: Proficient with HRIS, some Workday experience
4: Expert in Workday and other HRIS systems

Problem-Solving Skills

0: Not Enough Information Gathered to Evaluate
1: Struggles to articulate problem-solving approach
2: Basic problem-solving skills demonstrated
3: Strong problem-solving skills with good examples
4: Exceptional problem-solver with innovative approaches

Communication Skills

0: Not Enough Information Gathered to Evaluate
1: Poor communication skills
2: Adequate communication skills
3: Strong communication skills
4: Excellent communicator with ability to adapt style

Cultural Fit

0: Not Enough Information Gathered to Evaluate
1: Poor alignment with company values and culture
2: Some misalignment with company values and culture
3: Good alignment with company values and culture
4: Excellent alignment and enthusiasm for company culture

Overall Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Work Sample: HR Case Study

Directions for the Interviewer

This work sample assesses the candidate's ability to handle a realistic HR scenario. Provide the candidate with a case study that involves multiple HR issues. Evaluate their problem-solving approach, attention to detail, and communication skills.

Best practices:

Give the candidate 30 minutes to review the case and prepare their response
Allow 15-20 minutes for the candidate to present their solution
Take notes on specific approaches and recommendations
Provide a brief opportunity for the candidate to self-reflect after the exercise

Directions to Share with Candidate

"For this exercise, you'll be presented with an HR case study involving multiple issues. You'll have 30 minutes to review the case and prepare your response. Then, you'll have 15-20 minutes to present your solution, addressing how you would handle each issue. Focus on your problem-solving approach, attention to detail, and how you would communicate with various stakeholders. Do you have any questions before we begin?"

Provide the candidate with:

Detailed case study involving issues such as:
An employee complaint about a manager
A discrepancy in payroll data
A request for a policy exception
A potential compliance issue
Any relevant company policies or procedures
A template for organizing their response (optional)

Interview Scorecard

Problem-Solving Approach

0: Not Enough Information Gathered to Evaluate
1: Unable to identify key issues or propose solutions
2: Identifies some issues but solutions lack depth
3: Identifies all key issues with reasonable solutions
4: Exceptional analysis with innovative, well-thought-out solutions

Attention to Detail

0: Not Enough Information Gathered to Evaluate
1: Misses critical details in the case
2: Catches some details but overlooks others
3: Demonstrates good attention to relevant details
4: Exceptional attention to detail, identifying subtle nuances

Communication Skills

0: Not Enough Information Gathered to Evaluate
1: Poor communication of ideas and solutions
2: Adequate communication but lacks clarity or structure
3: Clear and structured communication of ideas
4: Exceptional communication with well-structured, persuasive presentation

HR Knowledge Application

0: Not Enough Information Gathered to Evaluate
1: Limited application of HR knowledge
2: Basic application of HR principles
3: Strong application of relevant HR knowledge
4: Exceptional application of HR best practices and compliance considerations

Goal: Achieve 95% satisfaction rate on employee HR inquiries

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Reduce average response time for HR tickets by 20%

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Implement 2-3 process improvements per quarter

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Overall Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Hiring Manager Interview

Directions for the Interviewer

This interview focuses on the candidate's relevant work history and performance. Ask the following questions for each relevant previous role, adapting as needed for time and the number of relevant roles. Ask all questions on the most recent or most relevant role. Probe for specific examples and quantifiable results. Pay attention to the progression of responsibilities and achievements across roles.

Directions to Share with Candidate

"I'd like to discuss your relevant work experience in more detail. We'll go through each of your previous roles, focusing on your responsibilities, achievements, and lessons learned. Please provide specific examples and metrics where possible."

Interview Questions

1. What were your main responsibilities in this role?

Guidance for Interviewer:Areas to Cover:

Scope of HR operations responsibilities
Types of HR processes managed
Interaction with employees and other stakeholders

Possible Follow-up Questions:

How did your responsibilities evolve over time?
What was the most challenging aspect of the role?
How did this role prepare you for your next career step?

2. What were your key performance metrics and how did you perform against them?

Guidance for Interviewer:Areas to Cover:

Specific HR operations KPIs
Performance relative to targets
Consistency of achievement

Possible Follow-up Questions:

What strategies did you use to consistently meet/exceed your targets?
How did you recover from any periods of underperformance?
What tools or resources were most helpful in tracking and improving your performance?

3. Tell me about your most significant achievement in this role.

Guidance for Interviewer:Areas to Cover:

Nature of the achievement
Impact on the organization
Skills demonstrated

Possible Follow-up Questions:

What was your specific role in this achievement?
How did you overcome any obstacles?
What lessons from this achievement have you applied to subsequent work?

4. Describe a time when you faced a significant challenge in your HR role. How did you handle it?

Guidance for Interviewer:Areas to Cover:

Nature of the challenge
Problem-solving approach
Outcome and lessons learned

Possible Follow-up Questions:

How did you communicate with stakeholders during this challenge?
What resources or support did you leverage?
How has this experience influenced your approach to similar situations?

Interview Scorecard

Relevant Experience

0: Not Enough Information Gathered to Evaluate
1: Limited relevant HR operations experience
2: Some relevant experience but gaps in key areas
3: Strong relevant experience aligned with role requirements
4: Extensive highly relevant experience exceeding role requirements

Performance History

0: Not Enough Information Gathered to Evaluate
1: Consistently underperformed against targets
2: Occasionally met targets with inconsistent performance
3: Consistently met or exceeded targets
4: Consistently top performer, significantly exceeding targets

Problem-Solving Skills

0: Not Enough Information Gathered to Evaluate
1: Struggles to articulate effective problem-solving approaches
2: Demonstrates basic problem-solving skills
3: Shows strong problem-solving abilities with good examples
4: Exceptional problem-solver with innovative approaches

Continuous Improvement

0: Not Enough Information Gathered to Evaluate
1: Shows little interest in process improvement
2: Some evidence of contributing to improvements
3: Consistently identifies and implements process improvements
4: Drives significant improvements with measurable impact

Goal: Achieve 95% satisfaction rate on employee HR inquiries

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Reduce average response time for HR tickets by 20%

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Implement 2-3 process improvements per quarter

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Overall Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Behavioral Competency Interview

Directions for the Interviewer

This interview assesses the candidate's behavioral competencies critical for success in the People Operations Specialist role. Ask all candidates the same questions, probing for specific examples and details about the situation, actions taken, results achieved, and lessons learned. Avoid hypothetical scenarios and focus on past experiences.

Directions to Share with Candidate

"I'll be asking you about specific experiences from your past that relate to key competencies for this role. Please provide detailed examples, including the situation, your actions, the outcomes, and what you learned. Take a moment to think before answering if needed."

Interview Questions

1. Tell me about a time when you had to adapt quickly to a significant change in HR policies or procedures. How did you handle it? (Adaptability, Customer Focus)

Guidance for Interviewer:Areas to Cover:

Nature of the change and its impact
Steps taken to adapt
Communication with affected employees
Outcome and lessons learned

Possible Follow-up Questions:

How did you ensure all employees were informed and understood the changes?
What challenges did you face during this transition?
How has this experience influenced your approach to change management?

2. Describe a situation where you had to juggle multiple urgent HR requests simultaneously. How did you prioritize and manage your workload? (Attention to Detail, Problem-Solving)

Guidance for Interviewer:Areas to Cover:

Nature of the competing priorities
Decision-making process for prioritization
Strategies for managing workload
Outcome and stakeholder satisfaction

Possible Follow-up Questions:

How did you communicate with stakeholders about priorities and timelines?
What tools or techniques did you use to stay organized?
How do you ensure accuracy when working under pressure?

3. Give me an example of a time when you identified and implemented a significant improvement to an HR process. What was your approach? (Problem-Solving, Collaboration)

Guidance for Interviewer:Areas to Cover:

Identification of the improvement opportunity
Process for developing the solution
Collaboration with other team members or departments
Implementation and results

Possible Follow-up Questions:

How did you measure the success of this improvement?
What challenges did you face during implementation and how did you overcome them?
How did you gain buy-in from leadership and affected employees?

Interview Scorecard

Adaptability

0: Not Enough Information Gathered to Evaluate
1: Struggles to adapt to changing circumstances
2: Can adapt when given clear direction
3: Proactively adjusts approach based on new information
4: Thrives in dynamic environments, driving positive change

Customer Focus

0: Not Enough Information Gathered to Evaluate
1: Shows little concern for employee/customer needs
2: Addresses basic employee/customer needs
3: Consistently prioritizes employee/customer satisfaction
4: Goes above and beyond to exceed employee/customer expectations

Attention to Detail

0: Not Enough Information Gathered to Evaluate
1: Frequently makes errors or overlooks important details
2: Generally accurate but occasionally misses details
3: Consistently thorough and accurate in work
4: Exceptional attention to detail, catching and preventing errors

Problem-Solving

0: Not Enough Information Gathered to Evaluate
1: Struggles to identify or address problems effectively
2: Can solve routine problems with guidance
3: Effectively solves complex problems independently
4: Innovative problem-solver, anticipating and preventing issues

Collaboration

0: Not Enough Information Gathered to Evaluate
1: Prefers to work alone, struggles in team settings
2: Works adequately with others when required
3: Actively contributes to team success and builds relationships
4: Exceptional collaborator, fostering teamwork and driving results

Goal: Achieve 95% satisfaction rate on employee HR inquiries

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Reduce average response time for HR tickets by 20%

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Implement 2-3 process improvements per quarter

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Overall Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Skip Level Behavioral Interview

Directions for the Interviewer

This interview further assesses the candidate's behavioral competencies from a different perspective. Ask all candidates the same questions, probing for specific examples and details about the situation, actions taken, results achieved, and lessons learned. Avoid hypothetical scenarios and focus on past experiences.

Directions to Share with Candidate

Interview Questions

1. Tell me about a time when you had to communicate a sensitive or unpopular HR decision to employees. How did you approach this? (Communication Skills, Customer Focus)

Guidance for Interviewer:Areas to Cover:

Nature of the decision and its impact
Communication strategy and execution
Handling of employee reactions and concerns
Outcome and lessons learned

Possible Follow-up Questions:

How did you prepare for potential negative reactions?
What feedback did you receive about your communication approach?
How would you handle a similar situation differently in the future?

2. Describe a situation where you identified a compliance risk in an HR process. What steps did you take to address it? (Attention to Detail, Problem-Solving)

Guidance for Interviewer:Areas to Cover:

Nature of the compliance risk
Process for identifying and analyzing the risk
Steps taken to address the issue
Communication with relevant stakeholders
Outcome and preventive measures implemented

Possible Follow-up Questions:

How did you stay informed about relevant compliance requirements?
What challenges did you face in implementing the solution?
How did you ensure ongoing compliance after addressing this issue?

3. Give me an example of how you've contributed to improving the employee experience in your previous role. What was your approach? (Customer Focus, Continuous Learning)

Guidance for Interviewer:Areas to Cover:

Identification of improvement opportunity
Research and development of solution
Implementation process
Measurement of impact
Lessons learned and applied

Possible Follow-up Questions:

How did you gather employee feedback to inform your approach?
What obstacles did you encounter and how did you overcome them?
How have you continued to iterate on this improvement over time?

Interview Scorecard

Communication Skills

0: Not Enough Information Gathered to Evaluate
1: Struggles to communicate clearly or effectively
2: Communicates adequately in most situations
3: Strong communicator, adapts style to audience
4: Exceptional communicator, influencing and inspiring others

Customer Focus

0: Not Enough Information Gathered to Evaluate
1: Shows little concern for employee/customer needs
2: Addresses basic employee/customer needs
3: Consistently prioritizes employee/customer satisfaction
4: Goes above and beyond to exceed employee/customer expectations

Attention to Detail

0: Not Enough Information Gathered to Evaluate
1: Frequently makes errors or overlooks important details
2: Generally accurate but occasionally misses details
3: Consistently thorough and accurate in work
4: Exceptional attention to detail, catching and preventing errors

Problem-Solving

0: Not Enough Information Gathered to Evaluate
1: Struggles to identify or address problems effectively
2: Can solve routine problems with guidance
3: Effectively solves complex problems independently
4: Innovative problem-solver, anticipating and preventing issues

Continuous Learning

0: Not Enough Information Gathered to Evaluate
1: Shows little interest in learning or improvement
2: Learns when required but doesn't seek opportunities
3: Actively seeks learning opportunities and applies new knowledge
4: Passionate learner, consistently seeking and sharing knowledge

Goal: Achieve 95% satisfaction rate on employee HR inquiries

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Reduce average response time for HR tickets by 20%

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Goal: Implement 2-3 process improvements per quarter

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal
2: Likely to Partially Achieve Goal
3: Likely to Achieve Goal
4: Likely to Exceed Goal

Overall Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

This comprehensive interview guide provides a structured approach to evaluating candidates for the People Operations Specialist role, focusing on key competencies, relevant experience, and alignment with role goals.

Here's a comprehensive guide for the Debrief Meeting and Reference Checks for the People Operations Specialist role:

Debrief Meeting

Directions for Conducting the Debrief Meeting

The Debrief Meeting is an open discussion for the hiring team members to share the information learned during the candidate interviews. Use the questions below to guide the discussion.

Start the meeting by reviewing the requirements for the People Operations Specialist role and the key competencies and goals to succeed.
The meeting leader should strive to create an environment where it is okay to express opinions about the candidate that differ from the consensus or the leadership's opinions.
Scores and interview notes are important data points but should not be the sole factor in making the final decision.
Any hiring team member should feel free to change their recommendation as they learn new information and reflect on what they've learned.

Questions for the Debrief Meeting

1. Does anyone have any questions for the other interviewers about the candidate?

Guidance: The meeting facilitator should initially present themselves as neutral and try not to sway the conversation before others have a chance to speak up.

2. Are there any additional comments about the Candidate?

Guidance: This is an opportunity for all the interviewers to share anything they learned that is important for the other interviewers to know.

3. How well does the candidate align with our core competencies for the People Operations Specialist role?

Guidance: Discuss the candidate's demonstrated abilities in customer focus, attention to detail, adaptability, collaboration, and problem-solving.

4. Based on what we've learned, how likely is the candidate to achieve the key goals for this role?

Guidance: Consider the candidate's potential to achieve a 95% satisfaction rate on employee HR inquiries, reduce average response time for HR tickets by 20%, and implement 2-3 process improvements per quarter.

5. Is there anything further we need to investigate before making a decision?

Guidance: Based on this discussion, you may decide to probe further on certain issues with the candidate or explore specific issues in the reference calls.

6. Has anyone changed their hire/no-hire recommendation?

Guidance: This is an opportunity for the interviewers to change their recommendation from the new information they learned in this meeting.

7. If the consensus is no hire, should the candidate be considered for other roles? If so, what roles?

Guidance: Discuss whether engaging with the candidate about a different role would be worthwhile.

8. What are the next steps?

Guidance: If there is no consensus, follow the process for that situation (e.g., it is the hiring manager's decision). Further investigation may be needed before making the decision. If there is a consensus on hiring, reference checks could be the next step.

Reference Checks

Directions for Conducting Reference Checks

Ask the candidate to provide 2-3 professional references, preferably including a direct supervisor.
Request that the candidate inform their references to expect your call.
Introduce yourself and explain the purpose of the call.
Verify the reference's relationship to the candidate and duration of their association.
Ask open-ended questions and listen carefully, probing for specific examples when necessary.
Take detailed notes during the conversation.

Questions for Reference Checks

1. In what capacity did you work with [Candidate Name], and for how long?

Guidance: Establish the context of the relationship and the reference's ability to speak to the candidate's work performance.

Follow-up: How would you describe your working relationship?

2. What were [Candidate Name]'s primary responsibilities in their role?

Guidance: Verify the candidate's claimed experience and responsibilities.

Follow-up: How did their role evolve over time?

3. How would you rate [Candidate Name]'s performance in HR operations, particularly in areas such as employee inquiries, data management, and process improvement?

Guidance: Probe for specific examples and metrics if possible.

Follow-up: Can you provide an example of a significant achievement or challenge they overcame?

4. How would you describe [Candidate Name]'s strengths and areas for improvement?

Guidance: Listen for alignment with the core competencies required for the People Operations Specialist role.

Follow-up: How did these strengths contribute to their overall performance?

5. Can you describe [Candidate Name]'s ability to handle sensitive or confidential information?

Guidance: This is crucial for an HR role. Look for examples of discretion and professionalism.

Follow-up: Were there any instances where they had to manage particularly sensitive situations?

6. How would you rate [Candidate Name]'s communication skills, both written and verbal?

Guidance: Communication is key in this role. Probe for specific examples of effective communication.

Follow-up: How did they handle communication with employees at different levels of the organization?

7. On a scale of 1-10, how likely would you be to hire [Candidate Name] again if you had an appropriate role available? Why?

Guidance: This question often provides valuable insights into the reference's overall impression of the candidate.

Follow-up: What type of role or environment do you think would be ideal for [Candidate Name]?

Reference Check Scorecard

Relevant Experience

0: Not Enough Information Gathered to Evaluate
1: Limited relevant HR operations experience
2: Some relevant experience but not fully aligned with our needs
3: Strong relevant experience matching our requirements
4: Exceptional experience exceeding our expectations

Performance History

0: Not Enough Information Gathered to Evaluate
1: Consistently underperformed expectations
2: Met some expectations but inconsistent performance
3: Consistently met performance expectations
4: Consistently exceeded performance expectations

Core Competencies Alignment

0: Not Enough Information Gathered to Evaluate
1: Weak alignment with core competencies
2: Moderate alignment with some core competencies
3: Strong alignment with most core competencies
4: Exceptional alignment with all core competencies

Communication Skills

0: Not Enough Information Gathered to Evaluate
1: Poor communication skills
2: Adequate communication skills
3: Strong communication skills
4: Exceptional communication skills

Handling of Sensitive Information

0: Not Enough Information Gathered to Evaluate
1: Unreliable with sensitive information
2: Generally careful but some concerns
3: Consistently handles sensitive information appropriately
4: Exceptionally discreet and professional with sensitive information

Overall Recommendation from Reference

0: Not Enough Information Gathered to Evaluate
1: Would not rehire (1-3 on scale)
2: Might rehire with reservations (4-6 on scale)
3: Would likely rehire (7-8 on scale)
4: Would definitely rehire (9-10 on scale)

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FAQ

How should I prepare to use this interview guide?

Thoroughly review the entire guide before beginning the interview process. Familiarize yourself with the questions, guidance, and scorecards for each interview stage. Consider how you might adapt questions to fit your specific organizational context while maintaining consistency across candidates.

Can I modify the questions in the guide?

Yes, you can adapt questions to better suit your organization's needs. However, maintain consistency by asking all candidates for a particular role the same core questions. If you need inspiration for alternative questions, check out our People Operations Specialist interview questions resource.

How should I use the scorecards?

Complete the scorecards immediately after each interview while your impressions are fresh. Be as objective as possible, using the provided scale and guidance. These scores will help inform your overall assessment but shouldn't be the sole factor in your decision-making process.

What if a candidate doesn't have direct experience in HR operations?

Focus on transferable skills and competencies. Use the behavioral questions to assess how they've handled similar situations in other contexts. Pay attention to their problem-solving approach, attention to detail, and customer service orientation, which are critical for the People Operations Specialist role.

How can I ensure I'm getting honest responses from candidates?

Use probing follow-up questions to dig deeper into candidates' responses. Ask for specific examples and details about the situation, actions taken, results achieved, and lessons learned. This approach helps you get beyond rehearsed answers and gain more authentic insights.

What should I do if I'm unsure about a candidate after the interviews?

Discuss your concerns during the debrief meeting with other interviewers. If needed, consider conducting additional reference checks or a follow-up interview to address specific areas of uncertainty. Remember, it's better to be thorough than to make a hasty decision.

How can I make the work sample exercise more effective?

Ensure the exercise closely mimics real tasks the candidate would encounter in the role. Provide clear instructions and adequate time for preparation. When evaluating their performance, consider not just the end result but also their approach, problem-solving skills, and how they communicate their solutions.

For more tips on conducting effective interviews, check out our blog post on how to conduct a job interview.

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