How to write structured interview questions for any role
Turn the actual work into interview questions, scenarios and review criteria. A practical method for hiring across industries, with examples to adapt.
Question bank
Operations and administration interview questions with practical scenarios
Operations work often involves making a sensible next move with incomplete information. Ask applicants to explain that move and the facts they would check first.
The following examples fit an early screen for administration, coordination and operations roles. Replace the fictional setting with one your business recognises, while keeping private information out of the exercise.
Two requests compete for the same time
Copy and adapt
Two teams need the same piece of work today. One says its request is urgent, while the other has a deadline agreed last week. What would you check before deciding how to proceed?
Look for the effect of each deadline, who can resolve the conflict and how the person would communicate the decision. Treat asking for missing information as part of the answer.
Two records disagree
Copy and adapt
A report shows one total and the supporting sheet shows another. You are due to send the report in an hour. Explain your first checks and what you would tell the recipient if the discrepancy is not resolved in time.
A useful answer checks sources and assumptions before changing a number. It also handles the deadline honestly. Ask the candidate to explain what they would document so another person can continue the investigation.
Write an incomplete-work handover
Copy and adapt
A supplier delivery is delayed. You contacted the supplier, received an estimated arrival time and told the affected team you would update them. Write the handover for the colleague taking over tomorrow. Use placeholders for names and times.
Look for status, known facts, outstanding questions and the next action. This is a writing task; a camera introduction gives less direct evidence of the skill.
Explain a recurring problem you helped fix
Copy and adapt
Describe a task that repeatedly went wrong or took longer than expected. What did you change, and how did you check whether the change helped?
Accept an example from work, study or volunteering when it fits the role requirements. Ask for what the applicant personally did. A sensible observation with a small improvement can be more informative than an impressive project name.
Agree on evidence before reviewing
| Criterion | Evidence to record |
|---|---|
| Accuracy | Checks the source and distinguishes facts from assumptions |
| Prioritisation | Explains impact and seeks the information needed to choose |
| Ownership | Names a next step and follows through or hands over clearly |
| Communication | Leaves an update the recipient can act on |
Try the questions with your reviewers before using them. Keep a live follow-up for unclear points and the candidate’s questions about the role.
Hirevly supports text, video and file responses with team review. Choose the format that gives the applicant a fair way to demonstrate the task, then compare evidence using the same criteria within the hiring round.
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