Unit Secretary

MaineHealth Waldo Hospital; Belfast (ME); On-site; USD 38,000 - 46,000; Full time

Job summary

MaineHealth Waldo Hospital in Belfast, ME seeks an Emergency Department Unit Secretary to provide clerical and administrative support on-site. You will handle patient records, phone calls, scheduling transportation, and coordination of communications to keep patient flow smooth.

This fast-paced role requires meticulous data entry, strong customer service, and the ability to work with nursing and medical staff to ensure timely information and efficient unit operations.

Qualifications

• High school diploma or equivalent required.
• Post-secondary coursework in healthcare administration or medical office preferred.

Responsibilities

• Answer phones and greet/direct patients and visitors.
• Process forms and orders and maintain accurate documentation.
• Manage patient records and coordination of communications.
• Schedule transportation and support patient flow.
• Collaborate with nursing and medical staff to ensure timely communication.

Skills

Clerical skills

Effective communication

Customer service

Time management

Attention to detail

Data entry

Office software

Education

High school diploma or equivalent

Healthcare administration coursework preferred

Tools

EHR systems

Hospital information systems

Job description

Role Description The Emergency Department Unit Secretary is a full-time, on-site role based at MaineHealth Waldo Hospital in Belfast, ME. This role provides clerical and administrative support to the clinical unit, including managing patient records, scheduling transportation, managing phone calls, and other coordination of communications. Day-to-day responsibilities include answering phones, greeting and directing patients and visitors, processing forms and orders, and maintaining accurate documentation. The Unit Secretary works closely with nursing and medical staff to support patient flow, ensure timely communication, and facilitate efficient unit operations. The position requires attention to detail, a commitment to patient-centered service, and the ability to work effectively in a fast-paced care environment.

Qualifications

• Strong clerical skills, including data entry, filing, and handling electronic and paper medical records.
• Effective communication skills for interacting with patients, families, and multidisciplinary care teams.
• Experience with company secretarial or unit-based administrative work, including document preparation and record maintenance.
• Background in executive administrative assistance or similar roles supporting leaders and teams.
• Demonstrated customer service skills with a patient-focused, professional, and respectful approach.
• Proficiency with office software (e.g., EHR systems, email, spreadsheets) and hospital information systems.
• Ability to prioritize tasks, manage time, and maintain accuracy in a clinical setting.
• High school diploma or equivalent required; post‑secondary coursework in healthcare administration or medical office preferred.
• Previous experience in a hospital or healthcare environment is beneficial.

Company Description MaineHealth Waldo Hospital is a 25-bed Critical Access hospital located in Belfast, Maine, providing care in a friendly and compassionate environment. The hospital delivers efficient, high-quality services in collaboration with local community-focused agencies. As part of MaineHealth, a not‑for‑profit integrated health system, Waldo Hospital is connected to a broad network of care and clinical resources. Patients benefit from access to world‑class specialists, a Level 1 Trauma center, comprehensive pediatric and behavioral health services, diagnostic services, and home health, hospice, and senior care. Team members join an organization committed to working together so communities can be among the healthiest in America.