Unit Clerk Job Description and Sample Template

Crafting a compelling job description is the first step in attracting qualified applicants. Whether you're hiring for a bustling hospital ward or a quiet medical office, understanding the essential duties and desirable attributes can make or break your recruitment efforts. In this article, we'll delve into the critical elements of a unit clerk job description that will help you identify and hire the best candidate for your healthcare team.

What Is a Unit Clerk?

A unit clerk is a vital administrative professional within healthcare settings, such as hospitals, clinics, and long-term care facilities. They serve as the backbone of a hospital unit, ensuring smooth and efficient operations by performing a variety of clerical tasks. These tasks typically include managing patient records, scheduling appointments, handling communications, and facilitating communication between medical staff and patients. Unit clerks are often the first point of contact for patients and visitors, requiring them to possess excellent interpersonal and organizational skills. Their role is critical in maintaining the orderly functioning of the healthcare facility, allowing medical professionals to focus on providing patient care.

Where to Find Them?

Recruiters looking to hire unit clerks should consider several channels:

• Healthcare job boards (e.g., hospital/clinic career pages, specialized healthcare employment sites).
• General job sites like Indeed, ZipRecruiter, Monster, and LinkedIn.
• Staffing agencies that specialize in medical/clinical administrative staffing.
• Local training schools or community colleges teach medical office administration or health services. Graduates often seek unit clerk/ward clerk roles.
• Internal recruitment: current staff in related roles (medical receptionist, health unit clerk) who might transition.

Unit Clerk Job Description

We are seeking a detail-focused, professional, and friendly unit clerk to join our team. The ideal candidate must possess a wealth of experience within the clerical and administrative support sector and be experienced in the healthcare administration industry. The focus of the role is to be the first point of contact for visitors and patients attending the unit and to provide timely phone answering services, filing, and other administrative duties as required.

Unit Clerk Responsibilities

• Serve as a point of contact for patients, families, physicians, nurses, and ancillary staff
• Answer and route phone calls, pages, and messages
• Manage patient admissions, discharges, and transfers (ADT) in coordination with nursing and case management
• Maintain and update patient charts, records, logs, and unit census
• Transcribe physician orders, input data into EHR/hospital information system
• Coordinate communications among departments (lab, radiology, pharmacy, transport)
• Sort, distribute, and file documents (lab results, referrals, correspondence)
• Coordinate unit supply orders, inventory, and restocking
• Assist with scheduling, clerical tasks, and administrative support for the unit
• Ensure confidentiality and proper handling of medical records

Required Qualifications

• High school diploma or equivalent (some prefer a post-secondary certificate in medical administration)
• Prior experience in a clinical, hospital, or medical setting (preferred but not always required)
• Familiarity with medical terminology and healthcare workflows
• Ability to maintain composure in fast-paced, high-stress environments
• Certification (if applicable regionally), e.g., Certified Health Unit Coordinator (CHUC) or equivalent

Required Skills

• Excellent verbal and written communication skills
• Strong organizational skills and the ability to multitask and prioritize
• Attention to detail, accuracy in documentation, and data entry
• Proficiency with computer systems, EHR, hospital information systems, MS Office
• Good interpersonal skills; ability to liaise across clinical and administrative teams
• Discretion and confidentiality (HIPAA or equivalent regulations)
• Problem-solving mindset; ability to respond to interruptions and shifting priorities

Challenges in Hiring the Unit Clerk

• Age/turnover/experience: Many unit clerks are older; the average age is around 47.4 years in the US. High turnover is observed: about 22% stay less than a year, and ~33% for 1-2 years.
• Gender imbalance & diversity: As of early 2025, about 90.6% of hospital unit clerks in the US are female, and only about 9.4% are male.
• Some candidates have limited exposure to real hospital workflows, so even if they look strong on paper, they may struggle with pace, interruptions, or hierarchy.
• Screening for interpersonal skills, adaptability, and judgment is harder than screening for clerical skills; many “fit” issues surface only after hire.

How Much Does It Cost to Hire?

• The average hourly pay for a nursing unit clerk in the United States is $20.90 an hour
• If hiring full-time (40 hrs/week), that’s roughly US$38,000-$45,000 annually before benefits. (Exact depends on location and seniority.)
• Healthcare benefits, paid time off, unemployment insurance, etc., usually add ~20-40% on top, depending on the employer.

Conclusion

For recruiters, a well-written unit clerk job description can make a big difference in attracting qualified candidates who will stay. Prioritize clarity on responsibilities, skills, and qualifications. Keep an eye on local wage norms and turnover risks. Use multiple sourcing channels. Understand the full cost, not just salary, to ensure the hire is sustainable.

Frequently Asked Questions

Q: What’s the difference between a unit clerk and a medical receptionist?

‍A: The unit clerk typically works within a hospital care unit (e.g., med-surg, ICU), managing unit-specific administrative workflow, whereas a medical receptionist often handles front-desk tasks in outpatient or clinic settings.

Q: How can I write a better job description to attract strong candidates?

A: Use clear titles, list core responsibilities and required skills & qualifications distinctly, mention benefits and workplace culture, be specific about location/shifts, avoid jargon, and optimize for search (if posting online).

Q: How much experience is enough for a unit clerk role?

A: Many employers accept 0-1 year of clerical/administrative experience, preferably in a healthcare setting. More experience helps, especially with EMR, scheduling, and high-volume units.

Q: What should I test for during selection?

A: Include assessments for data entry accuracy, speed in a simulated EHR task, medical terminology knowledge, multitasking under interruptions, and scenario-based communication or problem solving.

Q: What’s the biggest hiring mistake recruiters make for this role?

A: Overemphasizing clerical skills but under-assessing “fit” characteristics, such as stress tolerance, communication skills, and adaptability. A candidate who seems ideal on paper may falter under real-world pressure.