Unit Secretary Job Description and Role Profile

The Unit Secretary provides essential administrative and clerical support to a clinical unit, enabling efficient patient flow and clear communication across multidisciplinary teams. Candidates should have prior experience in healthcare administration or hospital reception, strong communication skills and the ability to manage competing priorities in a busy clinical environment.

Unit Secretary Job Profile

The Unit Secretary is responsible for the day to day administrative operation of a ward or clinical unit. The role supports nursing and medical staff by managing patient documentation, reception duties and routine correspondence to ensure timely and accurate information handling.

This position serves as the unit's first point of contact for patients, visitors and external services. The Unit Secretary contributes to patient experience by maintaining a professional reception area and by coordinating non clinical processes that support clinical care delivery.

Unit Secretary Job Description

The Unit Secretary undertakes a range of clerical tasks including processing admissions and discharges, maintaining patient records and managing appointment schedules. The role requires accurate data entry, effective telephone handling and the preparation of standard reports and lists used by clinical teams.

Working within established policies and procedures, the Unit Secretary liaises with internal departments such as radiology, pathology and finance to obtain or provide information required for patient care. The post involves routine prioritisation of tasks, responding to enquiries and escalating clinical concerns to appropriate staff.

The role may involve shift work or flexible hours to cover reception and handover times. The Unit Secretary is expected to maintain confidentiality, comply with data protection standards and contribute to continuous improvement of administrative processes within the unit.

Unit Secretary: Duties and Responsibilities

• Greet patients, relatives and visitors and manage enquiries at the unit reception.
• Answer and direct telephone calls, take clear messages and ensure prompt follow up.
• Process patient admissions, discharges and transfers, ensuring documentation is complete.
• Maintain and update patient records and ward lists with accuracy and attention to detail.
• Schedule and confirm appointments, tests and outpatient follow up as required.
• Transcribe and distribute clinical and administrative messages for nursing and medical staff.
• Prepare and compile routine reports, activity logs and waiting lists for the unit.
• Liaise with clinical departments and external services to coordinate investigations and referrals.
• Manage incoming and outgoing correspondence and ensure secure filing of documents.
• Support stock control for basic office and clerical supplies and notify procurement when required.
• Ensure adherence to data protection and confidentiality requirements in all administrative tasks.
• Assist with coding, billing enquiries or document scanning in line with local procedures.
• Provide administrative support during incidents and ensure staff are notified promptly of urgent matters.
• Contribute to service improvement initiatives and maintain clear handover notes for incoming shifts.

Unit Secretary: Requirements and Qualifications

• Previous experience in a hospital, clinic or healthcare reception setting preferred.
• Level 2 or 3 vocational qualification in administration or equivalent work experience desirable.
• Good written and verbal communication skills with a professional telephone manner.
• Accurate typing and data entry skills with attention to numerical detail.
• Basic office IT skills and familiarity with electronic record keeping or database systems.
• Understanding of medical terminology and clinical processes relevant to the unit.
• Strong organisational skills with the ability to prioritise and manage competing demands.
• Effective interpersonal skills and the ability to work collaboratively within a multidisciplinary team.
• Commitment to confidentiality and compliance with data protection regulations.
• Ability to remain calm under pressure and to escalate clinical concerns appropriately.
• Flexible approach to working hours to cover reception and handover periods where required.
• Attention to accuracy in record keeping and routine reporting tasks.