Hospital Unit Secretary Job Description [Updated for 2025]

In the fast-paced healthcare sector, the importance of a Hospital Unit Secretary cannot be overstated.

Medical progress continues to accelerate, and with each stride, the demand for competent professionals who can manage, assist, and uphold the medical unit’s operations grows stronger.

So, what’s truly expected from a Hospital Unit Secretary?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager outlining the ideal profile,
• Or simply curious about the behind-the-scenes of hospital operations,

You’re in the right place.

Today, we present a customizable Hospital Unit Secretary job description template, designed for easy posting on job boards or career sites.

Let’s dive right into it.

Hospital Unit Secretary Duties and Responsibilities

Hospital Unit Secretaries are vital members of a hospital team who ensure the smooth operation of a medical unit.

They are primarily responsible for facilitating communication between medical staff and patients, as well as performing a variety of administrative and clerical tasks.

The duties and responsibilities of a Hospital Unit Secretary include:

• Coordinating patient schedules, including admissions, discharges, and transfers
• Keeping patient records updated and ensuring confidentiality of medical information
• Communicating effectively with doctors, nurses, and other healthcare professionals to streamline patient care
• Answering telephones, directing calls, and responding to inquiries
• Transcribing doctors’ orders and ensuring all staff are informed of any changes
• Assisting patients and their families with any questions or concerns
• Organizing and maintaining the nurses’ station and unit areas
• Ordering and keeping track of supplies
• Scheduling appointments for patients with other departments or specialists

 

Hospital Unit Secretary Job Description Template

Job Brief

We are seeking a dedicated and highly organized Hospital Unit Secretary to join our healthcare team.

In this role, you will facilitate communication between medical teams, patients, and visitors.

Hospital Unit Secretary responsibilities include answering phone calls, scheduling appointments, maintaining patient records, and providing general administrative support to healthcare professionals.

Our ideal candidates have excellent interpersonal skills, are familiar with medical terminology, and have experience in a hospital or healthcare setting.

Ultimately, the role of the Hospital Unit Secretary is to ensure smooth operations within our healthcare setting, providing vital administrative support that allows medical staff to focus on patient care.

 

Responsibilities

• Answer phone calls and direct them appropriately
• Schedule patient appointments
• Manage patient records and ensure their confidentiality
• Coordinate communication between medical staff, patients, and visitors
• Provide general administrative support to medical staff
• Prepare and manage patient charts
• Assist with admission and discharge processes
• Maintain cleanliness and organization of the unit
• Order medical and office supplies as needed

 

Qualifications

• Proven work experience as a Hospital Unit Secretary or similar role in a healthcare setting
• Knowledge of medical terminology and hospital procedures
• Excellent organizational and multitasking skills
• Proficiency in medical software and Microsoft Office Suite
• Strong interpersonal and communication skills
• High school diploma or equivalent; Certification in medical administration is a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Hospital Unit Secretary
• Work Environment: Fast-paced hospital or healthcare facility. Involves direct contact with patients, visitors, and healthcare staff.
• Reporting Structure: Reports to the Unit Manager or Charge Nurse.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $30,000 minimum to $45,000 maximum
• Location: [City, State] (specify the location)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Hospital Unit Secretary Do?

Hospital Unit Secretaries are administrative professionals who primarily work within the healthcare industry, specifically in hospital units or departments.

They are responsible for managing and coordinating the administrative operations within the unit or department, including scheduling patient appointments, managing patient records, and coordinating care with other healthcare professionals.

Hospital Unit Secretaries are also typically responsible for answering phones, responding to patient inquiries, and directing visitors within the hospital unit.

They may also be responsible for transcribing doctors’ orders, preparing and managing patient charts, and coordinating admissions, transfers, and discharges.

A crucial part of their role involves communicating effectively with the medical staff, patients, and their families.

They must be able to handle sensitive and confidential information with discretion.

 

Hospital Unit Secretary Qualifications and Skills

A proficient Hospital Unit Secretary should possess a mix of technical skills, interpersonal abilities, and industry knowledge, such as:

• Strong organizational skills to efficiently manage multiple tasks at once, maintaining records and files and coordinating patient care within the unit.
• Excellent communication skills to interact with patients, families, doctors, nurses, and other healthcare staff in a professional and compassionate manner.
• High level of attention to detail to ensure the accuracy of patient records, appointment schedules, and other vital information.
• Basic medical terminology knowledge to comprehend and relay information between medical staff and patients.
• Interpersonal skills to manage stressful situations and handle patient complaints or concerns with empathy and patience.
• Technical skills to proficiently use hospital information systems, electronic health records, and other software applications necessary for the role.
• Understanding of patient privacy laws and regulations to maintain the confidentiality and security of patient information.
• Ability to work in a fast-paced environment and adapt to changing situations.

 

Hospital Unit Secretary Experience Requirements

Entry-level Hospital Unit Secretaries are usually expected to have about 1 to 2 years of administrative or clerical experience, ideally in a healthcare setting.

This experience can be gained through internships, part-time roles, or even volunteer work in hospitals, clinics, or other medical facilities.

Candidates with a background in medical administration, medical records, patient scheduling or receptionist roles have typically gained the necessary experience to undertake this role.

Familiarity with medical terminology, health insurance processes, and patient confidentiality regulations is highly desirable.

Those with more than 3 years of experience often have developed their skills in multi-tasking, communication, and patient service in previous Unit Secretary roles or similar positions.

They may have also gained experience with specific hospital systems or electronic medical record software.

Hospital Unit Secretaries with more than 5 years of experience may have advanced their careers to handle more complex administrative tasks, supervise junior staff, or manage the operations of a particular unit.

This level of experience often positions them for roles such as Unit Coordinator, Medical Office Manager, or even Health Services Manager.

 

Hospital Unit Secretary Education and Training Requirements

Hospital Unit Secretaries typically require a high school diploma or equivalent.

Some hospitals, however, may prefer candidates with a post-secondary certificate or associate’s degree in health information technology, medical office administration, or a related field.

They need to have a strong understanding of medical terminology and hospital procedures.

This can be acquired through coursework or on-the-job training.

Knowledge of computer software, such as Microsoft Office Suite and Electronic Health Record (EHR) systems, is also crucial for this role.

Some hospitals may require Hospital Unit Secretaries to complete a certification program, such as the Certified Healthcare Access Associate (CHAA) offered by the National Association of Healthcare Access Management (NAHAM).

In addition to these educational requirements, the job may require on-the-job training under the supervision of a more experienced secretary or medical professional.

This training typically covers the specific procedures and software used in the particular hospital unit.

Continuous education may also be required to stay updated with changes in healthcare regulations and technology.

Having additional certifications or degrees might indicate a candidate’s dedication to the profession and their ability to handle more complex tasks.

 

Hospital Unit Secretary Salary Expectations

A Hospital Unit Secretary can expect to earn an average salary of $33,674 (USD) per year.

The actual earnings can vary depending on factors such as years of experience, qualifications, the size and location of the hospital, and the complexity of the unit they are assigned to.

 

Hospital Unit Secretary Job Description FAQs

What skills does a Hospital Unit Secretary need?

Hospital Unit Secretaries should have strong organizational and multitasking skills as they are often managing multiple tasks at once.

They should have excellent communication skills, both written and verbal, to efficiently liaise with various healthcare professionals and patients.

Basic computer skills are also essential, as they often need to input patient data and process electronic health records.

 

Do Hospital Unit Secretaries need a degree?

Not always, but it can be helpful.

Many employers prefer Hospital Unit Secretaries to have at least a high school diploma or equivalent.

Some hospitals might require a certification or associate’s degree in medical terminology, healthcare administration, or a related field.

Experience in a healthcare setting can also be beneficial.

 

What should you look for in a Hospital Unit Secretary resume?

Look for candidates who have experience in medical administration or a similar role.

Knowledge of medical terminology and procedures, as well as experience with electronic health records, is a must.

In addition, look for skills like excellent communication, strong multitasking ability, and a proven record of reliability and punctuality.

 

What qualities make a good Hospital Unit Secretary?

A good Hospital Unit Secretary is organized, detail-oriented, and able to handle pressure in a fast-paced environment.

They are also compassionate and patient, with excellent interpersonal skills to interact with patients, their families, and other healthcare professionals.

They should be able to maintain confidentiality and have a professional demeanor at all times.

 

What are the daily duties of a Hospital Unit Secretary?

A Hospital Unit Secretary’s day usually includes answering phone calls, scheduling appointments, managing patient records, and liaising between doctors, nurses, and patients.

They may also handle some administrative tasks such as ordering supplies and managing mail.

They play a crucial role in ensuring that the hospital unit runs smoothly and efficiently.

 

Is it difficult to hire a Hospital Unit Secretary?

The difficulty in hiring a Hospital Unit Secretary often depends on the specific needs of your healthcare facility and the local job market.

Finding a candidate with the right mix of administrative skills and healthcare knowledge can be challenging.

Offering competitive compensation, a positive work environment, and opportunities for professional growth can attract qualified candidates.

 

Conclusion

And there you have it.

Today, we’ve unveiled the true responsibilities of a hospital unit secretary.

Surprise, surprise?

It’s not just about answering phones.

It’s about orchestrating the rhythm of a hospital unit, one task at a time.

Armed with our practical hospital unit secretary job description template and real-world examples, you’re ready to make a stride.

But why halt your journey here?

Immerse yourself deeper with our job description generator. It’s your next step to precision-tailored job listings or refining your resume to precision.

Remember:

Every task you perform is a piece of a larger puzzle.

Let’s construct that future. Together.

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