Ward Secretary, Emergency Trauma

Position Summary:

The Ward Secretary, Emergency Trauma provides essential administrative and clerical support to the Emergency/Trauma Center, helping ensure efficient unit operations and clear, timely communication among clinical team members. This role is integral to supporting a fast-paced, high-acuity care environment by facilitating accurate recordkeeping, coordinating patient flow, and maintaining critical information needed for safe and effective care delivery. Working closely with nurses, physicians, and interdisciplinary staff, the Ward Secretary supports clinicians by managing documentation, processing orders within defined scope, responding to inquiries, and assisting with the logistical needs of the department. Through organized, detail-oriented work and consistent collaboration, this position contributes to patient safety, service quality, and smooth departmental functioning.

Key Responsibilities:

• Perform clerical and administrative tasks including preparing, compiling, and maintaining patient records and unit documents in accordance with departmental standards.
• Support communication within the Emergency/Trauma Center by answering phones, relaying messages, and responding to requests from patients, families, and clinical staff.
• Assist with patient flow processes such as tracking room assignments, monitoring status boards, and coordinating information with care team members.
• Maintain adequate inventory of supplies and forms, ensuring the unit is organized and equipped for daily operations.
• Enter, update, and verify information in electronic systems with accuracy and confidentiality.
• Collaborate with nurses, providers, and support staff to support efficient workflow and timely response to emergent needs.

Licenses and Certifications Required:

• BLS certification preferred.

Educational Requirements:

• High school diploma or GED preferred.
• Clerical training preferred.

Experience Requirements:

• Knowledge of medical terminology preferred.
• Nursing assistant training preferred.
• Computer and keyboarding skills.

Special Skills or Training Requirements:

• N/A

Physical Requirements:

The Ward Secretary, Emergency Trauma performs work that involves prolonged periods of sitting, computer use, and handling documents. The role requires intermittent walking, standing, and reaching within the unit to retrieve supplies or communicate with staff. Light lifting of materials such as charts, office supplies, or small equipment may be required. Adequate vision, hearing, and communication abilities are essential to ensure accuracy and timely information exchange in a fast-paced environment.

Environmental Requirements:

Work is performed in a high-acuity emergency department setting with exposure to frequent interruptions, varying noise levels, and rapid workflow changes. The role may encounter stressful or emotionally charged situations due to the nature of trauma and emergency care. Occasional exposure to clinical environments may require adherence to infection-control and safety protocols. Maintaining confidentiality, situational awareness, and professionalism is essential at all times.