Bias in Job Descriptions: A Case Study

We’ve found that job descriptions are often strongly gender-coded. This means that they use language that is associated with traditional female or male roles, such as “nurturing” and “strong.” This can discourage opposite gender from applying for jobs that are seen as being gender-coded, even if they are qualified for the role.

To illustrate this point, we ran a random job description through Matfield’s gender decoder tool.

Evidence that Gendered Wording in Job Advertisements Exists and Sustains Gender Inequality, a study by Danielle Gaucher, Justin Friesen and Aaron C. Kay was published in July 2011 in the Journal of Personality and Social Psychology (Volume 101(1), p109-28) and served as the basis for the creation of this tool.

The job description was for a HR Systems Administrator, and it was strongly feminine-coded. The word “supporting” appeared ten times in the job description and there were also several other words that are associated with traditional female roles, such as “honest” and “responsibilities.”

Feminine-coded words in this ad

responsibilities (2 times)
supporting (10 times)
support (2 times)
committed
supportive
inclusive
trust
honest (2 times)
sensitivity
commit

Masculine-coded words in this ad

ambitious
competence
actively
confidently (2 times)
competitive
competencies
objectives

Here’s the job desciption we tested.

HR Systems Administrator.

Location: Hybrid London/Home (with a minimum of 3 office based days)

Birkin Group is a technology led, innovative company providing safe, secure and clean spaces to the corporate and public sector across the UK. We are a rapidly growing business with ambitious plans to be one of the top companies to work for in the UK.

The ideal candidate for this role should already be familiar with Cascade, the HRIS Workflow system, demonstrating competence in both its front and back end operation. This expertise will enable you to address backend employee issues while actively engaging in IT-related problem-solving within the HR systems.

Main Duties and Responsibilities:

Maintain Cascade data and its integrity, through regular audits, scrutiny and reviews and by educating and supporting users who are interacting with the system.
Acting as the Cascade gatekeeper; ensuring that the system is used appropriately and in line with GDPR.
Act as technical trouble shooter for Cascade, identifying the source of issues and working towards a resolution.
Raising Cascade issues with IRIS through their online portal.
Interacting with Cascade workflows and ensuring that workflow tasks are completed by users.
Training and educating line managers on specific functions in Cascade, such as query builder, to enhance their experience.
Setting up new Workflows to support the business.
Onboarding new employees through Cascade workflow interactions, check in calls and Cascade training.
Supporting the payroll function with leaver administration, ensuring that leavers have a positive leaving experience.
Provision of references (employment, tenancy, financial, immigration, for example) for ex and current employees
Release of staff surveys and production of survey results/reports
Creation and maintenance of scheduled reports
Cascade user account administration, including setting up and testing appropriate security for users.
Maintenance of the Cascade document library; ensuring that old documents are removed and updated and new documents added in.
Day to day review of the HR inbox and ensuring that incoming queries are dealt with promptly or redirected to the relevant team.
Supporting the HR Adviser with TUPE mobilisations and demobilisations, primarily through the provision of ELI data from Cascade
Supporting the HR Adviser with the management of statutory leave such as maternity, paternity and adoption leave
Running reports and providing data and metrics requested by managers across the Company.
Supporting and encouraging the Line Managers and employees to use Cascade.
Key Experience / skills and abilities:

Experience of working with Cascade.
An aptitude for problem solving.
A good eye for detail
A team player
Strong service ethic
Strong communication skills and the ability to confidently deliver one to one training
An interest in developing a career in HR or HR databases.
As an HR ambassador for Birkin values, you will be able to demonstrate the ability to adhere to these values and live by them.
At Birkin Cleaning Services, we are committed to providing a supportive and inclusive workplace where all employees can thrive. We offer a competitive salary, benefits package, and opportunities for professional growth and development.

Core Function

Delivering ‘Business As Usual’ HR activity across the company, primarily through engagement with My Birkin HR/Cascade, our HR and Payroll system
Key Areas of Accountability

Cascade data integrity
Cascade Workflows
Onboarding new employees
Leavers administration
HR Inbox
Main duties and responsibilities

Maintain Cascade data and its integrity, through regular audits, scrutiny and reviews and by educating and supporting users who are interacting with the system
Acting as the Cascade gatekeeper; ensuring that the system is used appropriately and in line with GDPR
Act as technical trouble shooter for Cascade, identifying the source of issues and working towards a resolution
Raising Cascade issues with IRIS through the online portal
Interacting with Cascade workflows, actioning HR events and ensuring that workflow tasks are completed by users
Training and educating line managers on specific functions in Cascade, such as query builder, to enhance their experience
Setting up new Workflows to support the business
Onboarding new employees through Cascade workflow interactions, check in calls and Cascade training
Supporting the payroll function with leaver administration, ensuring that leavers have a positive leaving experience
Provision of references (employment, tenancy, financial, immigration, for example) for ex and current employees
Release of staff surveys and production of survey results/reports
Creation and maintenance of scheduled reports
Cascade user account administration, including setting up and testing appropriate security for users
Maintenance of the Cascade document library; ensuring that old documents are removed and updated and new documents added in
Day to day review of the HR inbox and ensuring that incoming queries are dealt with promptly or redirected to the relevant team
Supporting the HR Adviser with TUPE mobilisations and demobilisations, primarily through the provision of ELI data from Cascade
Supporting the HR Adviser with the management of statutory leave such as maternity, paternity and adoption leave
Running reports and providing data and metrics requested by managers across the Company
Supporting and encouraging the Line Managers and employees to use Cascade
This list is not exhaustive and you will be expected to undertake a range of duties which are broadly compatible with your job role

Competencies

Experience of working with Cascade
An aptitude for problem solving
A good eye for detail
A team player
Strong service ethic
Strong communication skills and the ability to confidently deliver one to one training
An interest in developing a career in HR or HR databases
As an HR ambassador for Birkin values, you will be able to demonstrate the ability to adhere to these values and live by them
Birkin Values: Demonstrable Behaviours

Trust and Integrity:

You will act in an ethical and honest manner in your dealings with clients, staff and stakeholders. You will behave with courtesy at all times and remember that you (and all Birkin staff) are a guest on the client sites. You will address any issues with your role directly with Birkin management and not with the client
Be Genuine:

You will act and behave in a genuine manner and be open and honest about your objectives. You will use feedback from others to make improvements to your working methods, your behaviour and your working relationships
We Care:

You will show sensitivity to the needs of others and be aware of your own impact on others. You will commit your full working time to your duties and strive at all times to provide the best possible service to the client. You will be a reliable attendee and if you cannot attend a shift you will notify your line manager at the earliest opportunity
Passion to be the Best:

You will manage time and resources effectively to provide a service above our client’s expectation. You will complete all mandatory training promptly and will seek out other non-mandatory training opportunities to develop your skills and knowledge
Job Types: Full-time, Permanent

Schedule:

Monday to Friday
Ability to commute/relocate:

London: reliably commute or plan to relocate before starting work (required)
Experience:

system administration: 1 year (preferred)
Work Location: In person

However, the research also suggests that this bias will have only a slight effect on how appealing the job is to men and will encourage women applicants. This is because the words that are used in job descriptions are only one factor that influences how people perceive a job. Other factors, such as the company’s reputation for inclusiveness, its culture and the behavior and prejudices (both conscious and unconscious) of the interviewers, are also important.

Of course, this does not mean that bias in job descriptions is not a problem. Even if the bias only has a slight effect on how people perceive a job, it can still discourage qualified candidates from applying. This is why it is important for companies to be aware of the issue and to take steps to avoid bias in their job descriptions.

Tips for avoiding bias in job descriptions

Use gender-neutral language. Avoid using gendered pronouns, such as “he” or “she.” Instead, use gender-neutral pronouns, such as “they” or “them.”

Avoid using gendered adjectives and adverbs. Avoid using adjectives and adverbs that are associated with traditional gender roles, such as “nurturing” or “aggressive.”

Use active voice instead of passive voice. Active voice is more inclusive, as it focuses on the actor, rather than the object.

Be specific about the skills and experience required for the job. Don’t rely on stereotypes about what men or women are good at.

By following these tips, you can create job descriptions that are inclusive and attract a diverse pool of candidates.