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Create ResumeA phone interview is usually not the final decision, but it can absolutely remove you from the process. In Australia, many recruiters and hiring managers use phone interviews to check whether your resume matches reality, whether your communication is clear, whether your salary expectations fit, and whether you understand the role well enough to be taken seriously. The goal is not to sound perfect. The goal is to sound relevant, prepared, easy to deal with, and worth inviting to the next stage. Most candidates fail phone interviews not because they are unqualified, but because they ramble, answer vaguely, sound surprised by basic questions, or treat the call like a casual chat instead of an assessment.
A lot of job seekers underestimate phone interviews because they feel informal. No camera, no boardroom, no panel, no polished shoes sitting under a table pretending to be calm. It feels lower stakes.
That is exactly why candidates get caught out.
A phone interview is often the first real screening point after your resume. Your resume got attention, but the phone call is where the recruiter checks whether the person behind the resume makes sense. I am listening for the gap between what is written and what is actually said.
That gap matters.
If your resume says you manage stakeholders but you cannot explain who those stakeholders are, I notice. If your resume says you improved processes but you cannot explain what was broken or what changed, I notice. If you applied for a role and sound like you barely remember doing it, I really notice.
In the Australian job market, phone interviews are commonly used for:
Initial recruiter screening
Salary and availability checks
Clarifying work rights or location
Confirming role fit before sending you to a hiring manager
Most candidates prepare for phone interviews by memorising answers. That helps a little, but it misses the bigger point. Recruiters are not only judging your answers. They are judging how your answers land.
During a phone interview, I am usually assessing five things at once.
I am checking whether the experience on your resume connects clearly to the job you applied for. This does not mean you need to have done the exact same role before. It means you need to make the link obvious.
Candidates often assume recruiters will “connect the dots”. Sometimes we do. Sometimes we cannot, especially when we are screening many candidates for one vacancy and every hiring manager wants a shortlist yesterday.
Your job is to make your relevance easy to understand.
A strong phone interview answer does not just say, “Yes, I have experience in that.” It explains where, how, how often, and at what level.
One of the biggest phone interview mistakes is applying for a job and then sounding surprised when asked why it interests you.
Recruiters know candidates apply for multiple roles. That is normal. Nobody expects you to have written poetry about the company. But I do expect you to know what the role is, what the business does, and why there is a logical reason you applied.
When a candidate says, “I just thought it looked interesting,” that tells me almost nothing.
When a candidate says, “I applied because the role combines customer support with internal coordination, which is similar to what I do now, but with more exposure to operations,” that gives me something useful.
Shortlisting candidates before formal interviews
Checking communication style for client facing, customer service, admin, sales, management, and professional roles
The uncomfortable truth is that a phone interview is not just a conversation. It is a risk check. The recruiter is asking themselves, “Can I confidently move this person forward without looking careless?”
That is the real test.
Phone interviews put pressure on verbal clarity. There is no body language to soften a messy answer. No smile, no eye contact, no visual cues. Your words do more work.
Recruiters listen for whether you can explain your experience without making the listener work too hard.
This is especially important in Australian hiring because many roles require practical, direct communication. Hiring managers often ask recruiters for candidates who are “clear”, “easy to work with”, “professional”, “confident”, or “good with stakeholders”. Those phrases can sound vague, but they usually mean this:
Can this person explain things simply, handle a conversation without becoming awkward, and represent themselves well with colleagues, clients, customers, or leadership?
Phone interviews often include practical questions about salary, notice period, location, working rights, flexibility, hybrid work, and availability.
These are not filler questions. They can decide whether the process continues.
A candidate may be technically suitable, but if the salary range is too far apart, the commute is unrealistic, or the start date does not work, the recruiter needs to know early. This saves everyone time.
You do not need to be overly flexible or pretend everything is fine. But you do need to answer clearly and professionally.
This is the part candidates rarely think about.
Every answer either builds confidence or creates doubt. Not because recruiters are trying to be harsh, but because hiring involves risk. The recruiter is deciding whether to recommend you, and that recommendation reflects on their judgement.
If your answers are specific, calm, relevant, and consistent, you build confidence.
If your answers are vague, defensive, scattered, or oddly casual, you create doubt.
A phone interview is often less about proving you are brilliant and more about not making the recruiter nervous.
Good phone interview preparation is not about scripting every word. Scripted candidates often sound stiff, and stiff can be just as unconvincing as unprepared. The better approach is to prepare your evidence.
Before the call, know the role, know your own story, and know the practical details you may be asked.
This sounds obvious, but many candidates do not do it. They skim the job ad when they apply, then take the call days later with only a vague memory of the role.
Read the job ad again before the interview and identify:
The main purpose of the role
The key responsibilities
The must have requirements
The nice to have requirements
The seniority level
The tools, systems, sectors, or technical skills mentioned
Any clues about team structure, reporting lines, or business priorities
Then ask yourself: “Which parts of my background match this best?”
That answer should shape the entire call.
You do not need to become a corporate historian. You do need to know enough to avoid sounding careless.
For an Australian employer, check:
What the company does
Where they operate
Who their customers or clients are
Whether they are corporate, government, nonprofit, startup, retail, healthcare, construction, education, tech, or another sector
Any recent changes that may affect the role, such as growth, restructuring, expansion, or new services
The goal is not to recite facts. The goal is to show you understand the environment you may be joining.
A candidate who says, “I saw you work across both residential and commercial projects, and my background is stronger on the commercial side,” sounds more credible than someone who says, “I looked at your website and it seems great.”
One is relevant. The other is wallpaper.
Most phone interviews include some version of “Tell me about yourself” or “Talk me through your background.”
This is where many candidates either give a life story or read their resume out loud. Neither is ideal.
Your career summary should be short, relevant, and shaped around the role.
A good structure is:
Your current or most recent role
Your main area of experience
The type of work you have been doing
One or two strengths relevant to this role
Why this opportunity makes sense as a next step
Weak Example
“I started working in admin a few years ago, then I moved into a few different roles, and now I’m looking for something new because I feel like it’s time for a change.”
This is not terrible, but it is too vague. It gives the recruiter no clear positioning.
Good Example
“I’m currently working as an office coordinator in a professional services environment, where I support scheduling, client communication, invoice follow up, and general operations. The parts of my role I enjoy most are keeping things organised, solving small process issues before they become bigger problems, and being the person the team can rely on. This role stood out because it has a similar coordination focus, but with more responsibility across internal operations.”
That answer gives context, relevance, motivation, and direction. Much better.
If your resume includes achievements, be ready to explain them. If your resume says you managed a team of eight, know who they were and what you managed. If it says you handled high volume enquiries, be ready to explain what high volume means.
Recruiters often ask follow up questions not to catch you out, but to understand the scale of your experience.
There is a big difference between:
“I handled customer enquiries.”
And:
“I handled around 40 to 60 customer enquiries per day across phone and email, mainly around billing, account updates, and booking issues.”
Specifics make experience believable.
Salary questions are common in Australian phone interviews. Candidates often panic here because they do not want to price themselves out or undersell themselves.
Do not give a random number without context.
A strong answer sounds measured:
“Based on the roles I’m looking at and the level of responsibility, I’m targeting around $85,000 to $90,000 plus super, but I’d want to understand the full scope before locking anything in.”
This answer does three useful things:
Gives the recruiter a workable range
Shows you have thought about market value
Leaves room for discussion
Avoid saying, “I’m open,” unless you genuinely are. Recruiters hear “open” all the time, and it usually means “I do not want to answer yet.” That is understandable, but not always helpful.
Phone interview questions are usually simple on the surface. The challenge is answering them in a way that is clear, specific, and relevant.
This is not an invitation to share your full career autobiography. The recruiter wants a quick, useful overview of your professional fit.
Keep it focused on the role.
Mention your current situation, relevant experience, and why the role makes sense.
Good Example
“I’m currently an account manager in the building supplies sector, managing a portfolio of trade clients across Victoria. My role is a mix of relationship management, quoting, issue resolution, and identifying repeat business opportunities. I’m interested in this role because it still uses my client management background, but it moves closer to strategic account growth, which is where I’d like to develop.”
That answer gives the recruiter a neat summary and a reason to keep listening.
This question is not always a trap, but it can become one if you answer emotionally.
Australian employers generally respond better to practical, professional reasons than workplace drama, even when the workplace drama is very real. And yes, sometimes it is Olympic level nonsense.
Avoid attacking your current employer. Focus on what you are moving towards.
Weak Example
“My manager is impossible and the company is badly run.”
Maybe true. Still risky.
Good Example
“I’ve reached a point where the role is becoming quite limited in terms of progression. I’ve enjoyed the client side of the work, but I’m looking for a role with more ownership, stronger systems, and clearer development opportunities.”
This is honest without sounding bitter.
Recruiters ask this because they want to know whether you applied intentionally or clicked apply because your job search was running on caffeine and hope.
A strong answer connects the role to your skills, goals, and the employer’s needs.
Good Example
“The role stood out because it combines operations coordination with stakeholder communication. That is the part of my current role I do best. I also noticed the position supports multiple teams, which suits me because I’m used to working across competing priorities rather than focusing on one narrow task list.”
That answer shows you read the role and understand why it fits.
Do not list generic traits like hardworking, reliable, and organised unless you can prove them with context. Everyone says they are organised. Some people say it while missing half the interview details in the calendar invite. Recruiters have trust issues for a reason.
Choose strengths that matter for the role.
Good Example
“One of my strengths is being able to bring structure to messy situations. In my current role, I often deal with unclear requests from different internal teams, so I’m used to clarifying priorities, documenting what needs to happen, and making sure people know who owns what.”
This is much stronger because it shows the strength in action.
Do not give fake weaknesses like “I care too much” or “I’m a perfectionist”. Recruiters have heard those answers so many times they practically come with background music.
Choose a real but manageable development area, then show what you are doing about it.
Good Example
“Earlier in my career, I sometimes waited too long before asking for clarification because I wanted to work things out myself. I’ve improved that by asking better questions upfront, especially when priorities or deadlines are unclear. It has made me faster and reduced rework.”
That answer shows self awareness without creating concern.
Be clear. Do not over explain.
Good Example
“My notice period is four weeks, although there may be some flexibility depending on handover requirements.”
If you are immediately available, say that clearly, but avoid sounding desperate.
Good Example
“I’m available to start immediately, so I can be flexible for the right role.”
Immediate availability is not a weakness. But sounding panicked can be.
Confidence in a phone interview does not mean being loud, overly polished, or pretending you have never had a career wobble in your life. Real confidence sounds calm, prepared, and specific.
The best phone interview candidates usually do three things well.
They pause before answering. They answer the actual question. They know when to stop talking.
That last one matters more than people realise.
Phone interviews go wrong when candidates keep speaking because silence feels uncomfortable. They answer the question, then add another example, then add context from 2018, then explain the office politics, then apologise for rambling. By that point, the recruiter is not thinking, “What a detailed candidate.” They are thinking, “Will this person communicate like this with the hiring manager?”
Keep answers structured.
A useful answer pattern is:
Direct answer
Brief context
Specific example
Relevance to the role
For example, if asked about stakeholder management:
“Yes, stakeholder management is a big part of my current role. I support three internal teams and deal with external suppliers, so I’m often balancing different priorities. A common example is when sales needs a quick turnaround but operations has capacity limits. I usually clarify the deadline, confirm what is realistic, and keep both sides updated so expectations are managed properly. That part of the role seems quite relevant to this position.”
That answer is clear and complete. It does not wander off into a documentary.
Most phone interview mistakes are not dramatic. They are small signals that create doubt. The candidate may not even realise the recruiter has marked them down.
This is one of the fastest ways to lose momentum.
If a recruiter calls and you cannot remember the role, it is better to be honest and ask for a moment than pretend.
Say:
“Thanks for calling. I’ve applied for a few roles recently, so could you please remind me which position this is regarding?”
That is acceptable. What is not acceptable is trying to bluff your way through and giving answers that clearly do not match the job.
If you are on a train, in a shopping centre, walking through wind, or surrounded by barking dogs, the call becomes harder than it needs to be.
Sometimes life happens. Recruiters understand that. But if you cannot speak properly, reschedule.
Say:
“I’m very interested in speaking, but I’m not in the best place to give this call proper attention. Could we schedule a time later today?”
That sounds far better than shouting over background noise while pretending everything is fine.
Vague answers make recruiters nervous because they are difficult to verify.
Avoid phrases like:
“I did a bit of everything”
“I helped with admin”
“I worked with stakeholders”
“I was involved in projects”
“I supported the team”
These phrases need detail.
Better answers explain what you did, who you worked with, what tools you used, what problems you solved, and what outcomes you influenced.
Australian workplace culture can be friendly and informal, but that does not mean the phone interview is a chat with a mate.
You can be warm without being sloppy. You can be conversational without being careless.
Avoid oversharing, swearing, criticising former managers, or making jokes that only work if the other person already knows your personality. The recruiter is not looking for a robot, but they are looking for judgement.
If you have career gaps, short tenure, redundancy, relocation, visa changes, study breaks, or a career shift, prepare a clean explanation.
Do not become defensive. Do not give a ten minute explanation unless asked.
Good Example
“I took a career break for family reasons in 2024, and I’m now ready to return to a full time role. I’ve been focusing on roles where my operations and customer coordination experience will transfer well.”
Clear. Mature. Enough.
When the recruiter asks, “Do you have any questions?” the answer should usually not be “No, I think you covered everything.”
Maybe they did cover everything. But asking one or two thoughtful questions shows engagement and helps you decide whether the role is actually right for you.
Good phone interview questions include:
“What are the main priorities for this person in the first three months?”
“What kind of background has worked well in this team before?”
“Is this a new role or a replacement?”
“What are the biggest challenges in the role?”
“How would you describe the hiring manager’s expectations?”
“What are the next steps in the interview process?”
“Is there anything in my background you would like me to clarify before moving forward?”
That final question is especially useful. It gives the recruiter a chance to raise concerns while you still have time to respond. It is not magic, but it can save you when there is a misunderstanding.
For example, if the recruiter says, “I’m just not sure whether you have enough exposure to reporting,” you can clarify immediately rather than finding out later through a rejection email that says, “We’ve decided to proceed with candidates more closely aligned.”
That phrase often means, “There was a concern and we did not see enough evidence to overcome it.”
These practical questions can feel awkward, but they are part of the screening process in Australia.
Be honest, but do not sound rigid unless you genuinely are.
A useful answer is:
“I’m currently looking in the range of $90,000 to $100,000 plus super, depending on the full scope, benefits, and flexibility.”
This gives a range and shows you understand total package, not just base salary.
If you are unsure of the salary range, you can say:
“I’d be interested to understand the salary range budgeted for the role. Based on my experience and the market, I’d expect something around the mid to high $80,000s plus super, but I’m open to discussing it once I understand the full scope.”
Do not say your current salary unless you are comfortable. In Australia, employers may ask, but your target range and market value are usually more relevant than what your current employer happens to pay.
Be clear about what you need. Do not pretend you are happy with five days onsite if you know you are not. That only creates problems later.
A good answer sounds practical:
“I’m comfortable with hybrid work. Ideally, I’m looking for two to three days in the office, but I can be flexible depending on team needs.”
If flexibility is non negotiable, say it professionally.
“I’m focusing on roles that offer at least two days working from home because of my commute and current commitments. I’m flexible around which days, but that structure is important for me.”
That is not difficult. That is clarity.
Be direct and accurate.
If you have full working rights, say so. If you are on a visa, explain the visa type, expiry, and any restrictions. Recruiters do not enjoy surprises here, and neither do employers.
A clear answer saves time and protects your credibility.
A follow up message is not always required after an initial recruiter phone screen, but it can help if the role is competitive or you had a strong conversation.
Keep it short and useful.
Good Example
“Hi Sarah, thanks for speaking with me today about the Operations Coordinator role. I appreciated learning more about the team and the priorities around improving internal processes. The role sounds well aligned with my coordination and stakeholder support experience, and I’d be very interested in progressing. Please let me know if you need anything further from me.”
This works because it is professional, specific, and not needy.
Do not send a long essay. Do not repeat your whole resume. Do not write as if the recruiter has already offered you the role after one phone call. Keep your dignity intact. It travels well.
Before the phone interview, check:
You know the company name and role title
You have reread the job ad
You can explain why the role interests you
You can summarise your background in under one minute
You know your salary expectations
You know your notice period
You can explain any gaps, short roles, or career changes clearly
You have two or three relevant examples ready
Your phone is charged
You are somewhere quiet
You have the recruiter’s name and contact details
You have questions ready for the end
During the phone interview, focus on:
Speaking clearly
Answering the question asked
Using specific examples
Keeping answers concise
Matching your experience to the role
Staying professional without sounding stiff
Clarifying anything you do not understand
Asking about next steps
After the phone interview, do this:
Write down anything important you learned
Note the salary range, process, and next steps
Send a short follow up if appropriate
Prepare for the next stage based on what the recruiter emphasised
The strongest candidates treat the phone interview as a positioning exercise. They do not just answer questions. They help the recruiter understand why they make sense for the role.
Strong phone interview candidates are not always the most qualified on paper. They are often the ones who make their fit easiest to understand.
They do not rely on the recruiter to interpret vague experience. They explain it.
They do not ramble through every job they have ever had. They highlight the experience that matters.
They do not pretend every role is their dream job. They give a practical reason the opportunity makes sense.
They do not overshare frustrations about previous employers. They translate career movement into professional motivation.
They do not answer salary questions with panic. They give a considered range.
They do not treat the phone screen like admin. They understand it is a gatekeeping stage.
That is the part many candidates miss. A phone interview is not just about being likeable. It is about reducing doubt.
Recruiters and hiring managers are not usually looking for perfection. They are looking for enough evidence to justify continuing the process. Your job is to give them that evidence clearly.
Written by Simar Malhi, a recruiter and headhunter with international recruitment experience. I write about CVs, job applications, hiring decisions, and the reality behind recruitment processes. My goal is to help candidates understand more honestly how employers, recruiters, and hiring managers actually select candidates.
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