Creating an inclusive application process for women and girls in STEM

Applying for an apprenticeship needs to be more straightforward. Employers can do their bit to ensure the process is smoother and more inclusive of candidates' needs.

Creating a clear and efficient application process

Recruitment for any role should be clear and efficient for the candidate, and this is especially the case when recruiting underrepresented groups like women and girls.

Employers can take specific steps at each stage of the recruitment process – from application to offer – to support gender diversity and attract more women to STEM roles.
Outline the key stages in the process, including application submission, interviews, and feedback.
Ensure that candidates know when and how they will be contacted.

Set expectations by providing a timeline for the hiring process, including how long it will take for applicants to hear back. Communicating these small things to applicants can help reduce anxiety and make the process more accessible, especially for school leavers or first-time job applicants.

Making reasonable adjustments for candidates

Employers should offer the opportunity for candidates to request reasonable adjustments. In the UK, employers must make reasonable adjustments to ensure that job applicants with disabilities, or physical or mental health conditions, have equal opportunity to succeed.

Employers are legally obligated under the Equality Act 2010 to make changes that remove barriers during the hiring process. Adjustments can include offering alternative formats for application forms, providing additional time during assessments, ensuring interview venues are accessible, or allowing assistive technology. These measures aim to create a fair and inclusive recruitment process, enabling all candidates to demonstrate their suitability for the role.

Businesswoman Interviewing Female Candidate At Graduate Recruitment Assessment Day In Office

Creating a clear and transparent application process

Overview of the process. Employers should clearly outline each stage of the process, from application to offer, including expected timelines and response times. Communicating these small things to applicants can help reduce anxiety, build trust, and make the process more accessible.

Example: “After submitting your application, you’ll hear from us within 10 working days. If shortlisted for further consideration, you’ll be asked to undergo a skills assessment, and attend an interview. The whole process typically takes four-six weeks.”

Holly Hobbs reinforces the importance of this, what she calls the ‘trust timer’. If you don’t provide timelines and stick to it, or regular updates, you lose their trust – and potentially a good candidate (Source: Talk Apprenticeships on LinkedIn).

Don’t make the application process too time consuming. A recent survey found that 75% of young people abandon job applications that take longer than 15 minutes to complete so keep this in mind when designing your application process. This is also important for applicants like parents or caregivers, who may not have the time to engage in a lengthy process. (Source: Hays)

Best time to advertise. If you’re hiring for a September start, aim to advertise between the previous September and January to give school leavers plenty of time before exam season. If you are a smaller employer with urgent recruitment needs, just try to give as much notice as possible to attract the best talent.

Supportive shortlisting and interviewing

Cover expenses. Where possible and budget allows, employers could offer to cover up front any costs related to the application process such as travel, childcare, interview clothing, or equipment. Provide the option for candidates to request this anonymously. Removing the cost barrier demonstrates a commitment to inclusivity, and should help prevent candidates from feeling uncomfortable about asking for help.

Anonymous sifting. Take steps to reduce potential bias by anonymising applications – removing names, gender, and ethnicity – to discount any chance of bias factoring in during the CV screening process.

Diverse panels. Ensure a diverse panel when shortlisting to reduce unconscious bias. Train those involved to recognise bias and even consider including past apprentices in the process.

Competency-based selection. Use structured and set criteria to score candidates based on their skills and competencies, ensuring a fair and objective assessment.

Making reasonable adjustments for candidates

Employers are legally obligated under the Equality Act 2010 to make changes that remove barriers during the hiring process, and it is good practice to highlight adherence to this in adverts and throughout the process. Sharing examples like alternative assessment methods or interviews, extra time for assessments, accessible venues, or allowing assistive technology, can encourage candidates to request the support they need. These steps help to create a fair, inclusive process where everyone can perform at their best.

Tips for inclusive and thoughtful interviewing

Focus on culture add.

Rather than hiring for a “culture fit,” which may reinforce existing biases, focus on how diverse perspectives (for example, those of women) can enrich your team and contribute to innovation.

Plan for multiple candidates.

Schedule interviews with several women on the same day to create a more encouraging atmosphere, demonstrating that they are not alone in applying for STEM apprenticeships.

Schedule flexibly.

Avoid scheduling interviews during busy times such as school drop-off and pick-up hours. Offer virtual interview options or travel to hold interviews locally, to minimise travel for candidates with caring responsibilities.

Be transparent on interview details.

Provide clear information about the interview process in advance—who candidates will meet and what the format will involve. Sharing interview questions beforehand (where appropriate) can help candidates feel more prepared and reduce stress.

Provide a clear dress code and room layout.

Be explicit about the dress code (whether smart attire is expected) and provide a photo of the interview room so candidates can visualise the setting in advance.

Plan an informal social interaction.

Consider organising a casual lunch or gathering with candidates so they can meet the team in a more relaxed environment. This can help to ease nerves and build rapport.

Courtesy call.

Make a quick pre-interview phone call to reassure candidates, confirm details, and alleviate any last-minute nerves. A supportive call can help boost confidence and attendance. (Source: Learning & Work Institute) You could even invite candidates to attend informal events such as product launches or company tours before their interview. Allowing them to get used to the environment can help them feel more comfortable on the interview day.

Constructive support for unsuccessful candidates

Give detailed, constructive feedback to the candidates who won’t be progressing to the next phase. It can help them to prepare for future opportunities, and gives them an overall positive impression of your business. (Source: Amazing Apprenticeships)

To ensure all candidates find a post with another employer quickly, we have put together a rejection letter that you can use to help these candidates find another opportunity.

Sample rejection letter (Enginuity)

Find further information on best practice for apprenticeship interviews:

PDF-a-guide-to-apprenticeship-interviews (alet.org.uk)

Next: Find out how to Support your apprentice(s) and keep them engaged in the process.

Visit the Support section