Unit Secretary Job Description [Updated for 2025]

In today’s fast-paced healthcare environment, the role of a unit secretary has become increasingly important.
As the healthcare industry continues to evolve, the demand for organized, versatile individuals who can effectively manage administrative tasks and ensure the smooth operation of healthcare units grows.
But let’s delve deeper: What’s truly expected from a unit secretary?
Whether you are:
- A job seeker trying to understand the core responsibilities of this role,
- A hiring manager outlining the perfect candidate,
- Or simply intrigued by the inner workings of healthcare administration,
You’re in the right place.
Today, we present a flexible unit secretary job description template, designed for effortless posting on job boards or career sites.
Let’s dive right into it.
Unit Secretary Duties and Responsibilities
Unit Secretaries play a crucial role in the smooth functioning of a hospital or healthcare facility.
They manage the administrative tasks and maintain a well-organized environment for patients, families, and healthcare providers.
Unit Secretaries often have the following duties and responsibilities:
- Handle patient admissions and discharges
- Coordinate patient appointments and procedures
- Assist in patient care by maintaining patient records and keeping track of test results
- Answer phone calls and respond to inquiries from patients, family members, or staff
- Manage the unit’s administrative paperwork, including forms, reports, and patient charts
- Communicate with various departments and staff within the healthcare facility
- Maintain inventory of office and medical supplies
- Ensure a clean and organized work environment
- Adhere to and implement healthcare policies and procedures
- Process and relay important information to doctors, nurses, and other healthcare staff
Unit Secretary Job Description Template
Job Brief
We are seeking a highly organized and professional Unit Secretary to join our healthcare team.
The Unit Secretary will be responsible for coordinating patient care activities, managing patient records, and communicating with patients and families.
The successful candidate will have strong interpersonal and communication skills, and be able to manage multiple tasks in a fast-paced environment.
Responsibilities
- Coordinate patient care activities within the unit
- Manage patient records, ensuring they are kept up-to-date and confidential
- Communicate with patients and families, providing updates and information as required
- Assist healthcare professionals with various administrative tasks
- Manage supplies and equipment within the unit
- Ensure the unit is clean and well-organized
- Handle any other duties as assigned by the nursing staff or healthcare team
Qualifications
- Proven work experience as a Unit Secretary, Medical Secretary or similar role in a healthcare setting
- Knowledge of medical terminology and hospital procedures
- Proficiency in MS Office and patient management software
- Outstanding organizational and multi-tasking skills
- Excellent communication and interpersonal skills
- High school diploma; additional certification in medical administration is a plus
Benefits
- Health insurance
- Dental insurance
- Retirement plan
- Paid time off
- Professional development opportunities
Additional Information
- Job Title: Unit Secretary
- Work Environment: Fast-paced hospital or healthcare setting. Requires physical stamina for standing and walking for extended periods of time.
- Reporting Structure: Reports to the Unit Manager or Nurse Supervisor.
- Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
- 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 Unit Secretary Do?
A Unit Secretary, often found in medical settings such as hospitals and clinics, is primarily responsible for ensuring that operations within a specific department or unit run smoothly.
They handle administrative duties such as answering phone calls, managing patient records, and scheduling appointments.
They may also be tasked with coordinating lab reports and test results, and transferring them to the appropriate medical personnel.
Unit Secretaries serve as a vital communication link between patients, nurses, doctors, and other hospital departments.
They assist in handling patient queries and concerns, ensuring they are directed to the right healthcare professional.
They also help with patient admissions and discharges, ensuring paperwork is accurate and completed in a timely manner.
Unit Secretaries may also monitor and order supplies as needed, maintain the cleanliness and organization of the unit, and assist in patient transportation within the hospital.
Their role requires a solid understanding of medical terminology, excellent organizational skills, and the ability to handle sensitive information with confidentiality and discretion.
Unit Secretary Qualifications and Skills
A proficient Unit Secretary should have the skills and qualifications that align with your job description, such as:
- Excellent organizational skills to ensure smooth functioning and coordination of various administrative tasks within the unit
- Strong interpersonal skills to maintain effective communication between different departments, patients, and medical staff
- Proficiency in computer and data entry skills to maintain records, track patient information and handle unit correspondence
- Exceptional attention to detail to ensure accuracy in recording and updating patient information
- Ability to multitask and work in a fast-paced environment, handling tasks like answering calls, scheduling appointments, and managing patient files simultaneously
- Understanding of medical terminology and hospital procedures to facilitate effective communication and coordination within the unit
- Ability to maintain confidentiality in handling sensitive patient information
- Customer service skills to assist patients and their families, providing them with necessary information and support
Unit Secretary Experience Requirements
For entry-level Unit Secretary roles, employers typically require less than a year of experience, often obtained through an internship or part-time role in healthcare administration or a related field.
In addition, these individuals may gain relevant experience through positions such as Medical Receptionist, Administrative Assistant or even as a Volunteer in a healthcare setting.
Candidates with 1 to 3 years of experience are usually considered for intermediate roles.
During this period, they often develop their understanding of medical terminology, patient care coordination, and electronic health record systems in the capacity of a unit secretary.
Candidates with over 3 years of experience are considered as experienced Unit Secretaries.
They might have developed their skills in sectors like emergency care, intensive care, or surgical units and may be ready for positions involving higher responsibility, like Lead Unit Secretary or Department Coordinator.
Those with over 5 years of experience often have leadership experience and could be considered for managerial roles within healthcare administration.
They may have gained substantial knowledge in healthcare processes, regulations, and policies, making them competent for more complex roles.
Unit Secretary Education and Training Requirements
Unit Secretaries typically need to possess a high school diploma or its equivalent as a minimum educational requirement.
Some hospitals or health care facilities may require further education such as an associate degree in medical secretarial studies or a related field.
These programs generally cover subjects such as medical terminology, anatomy, healthcare office practices, and health information systems, providing both theoretical knowledge and practical skills.
In addition to the educational requirements, they should have skills in typing, word processing, and familiarity with healthcare systems and software.
Some positions may require the Unit Secretary to obtain a certificate in medical administration or a related field, offered by vocational schools, technical schools, or community colleges.
While not always required, some Unit Secretaries opt to become certified through organizations like the National Association of Health Unit Coordinators.
This certification demonstrates professional competence and commitment to the field.
On-the-job training is typically provided to Unit Secretaries to familiarize them with the specific systems and procedures of their workplace.
This training can last several weeks to a few months.
It’s also beneficial for Unit Secretaries to possess excellent communication and organizational skills, as they are often the first point of contact for patients, families, and healthcare professionals.
Unit Secretary Salary Expectations
A Unit Secretary can expect to make an average of $31,200 (USD) per year.
This salary can vary based on factors such as experience, the specific healthcare facility, and geographic location.
Unit Secretary Job Description FAQs
What skills does a Unit Secretary need?
Unit Secretaries should have excellent organizational and administrative skills as they are primarily responsible for coordinating unit operations.
They should also have strong communication and interpersonal skills to interact effectively with patients, healthcare staff, and families.
Proficiency in using medical software and computer systems is also essential.
Time management skills and the ability to multitask are also important in this role.
Do Unit Secretaries need a degree?
A degree is not always required to become a Unit Secretary but having a high school diploma or equivalent is typically mandatory.
Some positions may prefer or require candidates with an associate degree or certificate in medical administration or a related field.
Unit Secretaries must also be familiar with medical terminology, which can be obtained through coursework or on-the-job training.
What should you look for in a Unit Secretary resume?
When looking at a Unit Secretary’s resume, relevant experience in an administrative or healthcare setting is essential.
Look for knowledge in medical terminology, patient care, and office management.
Proficiency in using medical software and handling patient records is also crucial.
Additionally, certifications such as Certified Professional Secretary (CPS) can be an added advantage.
What qualities make a good Unit Secretary?
A good Unit Secretary is someone who is highly organized, detail-oriented, and able to handle multiple tasks at once.
They should be able to work under pressure in a fast-paced environment.
Strong interpersonal and communication skills are also necessary to interact with patients, families, and medical staff.
They should also have empathy and compassion to deal with patients and families during challenging times.
Is it challenging to hire a Unit Secretary?
Recruiting a Unit Secretary can be challenging due to the specificity of skills and knowledge required for the role.
It’s important to ensure the candidate has a strong understanding of medical terminology and experience in an administrative or healthcare setting.
Providing an attractive working environment and opportunities for skill development can help attract potential candidates.
Conclusion
And there we have it.
Today, we’ve unveiled the intricate layers of the unit secretary role.
Surprised?
It’s not just about administrative tasks.
It’s about orchestrating the smooth operation of a healthcare unit, one task at a time.
Equipped with our handy unit secretary job description template and real-world examples, you’re geared up to take the plunge.
But why end here?
Explore further with our job description generator. It’s your pathway to precision-crafted job listings or polishing your resume to perfection.
Remember:
Every administrative task forms a crucial cog in the healthcare machinery.
Let’s facilitate that seamless operation. Together.
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