Bookings & Events Coordinator

Job Title : Bookings & Events Coordinator Department : Conference & Events Department, RCSI Reporting to : Head of Conference & Events or nominee Tenure : Permanent, Full-time Location : 123 St Stephens Green, Dublin 2, Hybrid role Interview date : Shortlisted applicants will be invited for online interview week of 08thof December 2025 Closing date for applications : 30th of November 2025 RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere, and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission "To educate, nurture and discover for the benefit of human health". We seek candidates whose experience to date has prepared them to contribute to our commitment to the "Race Equality Action Plan 2025-2029" at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent. For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks first in the world for "Good Health and Well-being" in the Times Higher Education #SDG #SDG Impact Rankings 2025. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose. Innovating for a Healthier Future 2023-2027 is RCSI's new five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals - with a particular focus on Goal 3, which targets good health and well-being. More details about RCSI can be ; in particular. At RCSI, our core values of Respect, Collaboration, Scholarship, and Innovation are at the heart of everything we do. We are committed to creating an inclusive and supportive environment where every colleague is valued and empowered to thrive. Our dedication to these values ensures that we foster a culture of mutual respect, open collaboration, continuous learning, and innovative thinking. Join us at RCSI, where your contributions will be recognised, and you will be part of a dynamic team making a real impact on global health. About the Post This role provides an opportunity for the successful candidate to join RCSI's Conference and Events department. The object of this post is to provide full administrative support to the Conference & Events Department and to contribute to its ongoing development. The conference and events department are an energetic team who deliver a highly professional service to internal and external customers. We are seeking a highly motivated, extremely professional individual with a strong attention to detail who wants to work for a forward-thinking department. The successful candidate will be a proven self-starter who can work individually and as part of a team to undertake this busy role within the Bookings team in the department. The Bookings Team are responsible for the management of core, high-profile venues within the St Stephen's Green campus. These venues are used for undergraduate and postgraduate teaching plus internal meetings and events. The Bookings Team are responsible for appropriate and effective venue allocation and for ensuring the Ungerboeck venue management system is up to date with all requirements for the Service Providers. Specifically, the duties of the post will include the following : Providing a top of class booking service for RCSI facilities and venues, and allocate resources as required Operating the Ungerboeck Venue Management and online booking system and offering users assistance as required Preparing and generating room occupancy reports from the booking system when required Providing high level partnership and customer service to internal departments Liaising with internal service providers e.g. Porters, Building Services, Security and Media Services on a weekly / daily basis regarding event requirements / set up Preparing relevant documentation for the weekly Activities meeting and review calendar of activities in advance of the coming week Assisting with RCSI events as required, including planning, preparation, administration and onsite event assistance Assisting internal departments with the coordination of VIP meetings including liaising with internal service departments on their behalf, processing of post event charges and compiling complete record of charges covered Circulating a booking amendment sheet on a daily basis to all relevant internal departments Acting as the point of contact for the venue management system as required Ensuring the central room booking and online systems are up to date at all times, including liaising with IT in relation to development and maintenance of the system Establish and maintain good working relationships with other RCSI staff members and departments Ensuring the necessary high standards of service delivery to both internal and external events Undergoing programmes of training and development as may be required from time to time Representing the best interests of the Department and RCSI at all times Undertake other projects and duties; and provide support / cover for other staff as may be required / deemed appropriate by university authorities while representing the best interests of RCSI at all times Person Specification : The successful candidate should be able to demonstrate the following : Proactive and energetic with excellent communication, customer service and interpersonal skills A keen attention to detail combined with the ability to work on own initiative, under pressure and meet deadlines Organisational and administrative skills with the ability to focus on & produce results and prioritise objectives Strong focus and personal commitment to ensuring the delivery of high standards of customer service Enthusiastic team player with personal drive, strong work ethic and customer focus to succeed in delivering the Departments vision Previous experience in hotel reservations / room bookings and systems would be beneficial Strong problem-solving skills Flexibility to work in a hybrid environment and work irregular hours for events is necessary Excellent knowledge of MS Office suite We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application - we'd love to hear from you. Application Process Please apply online through the RCSI careers portal on the closing date with your CV and cover letter. Eligibility to Work in Ireland Please note that we are unable to offer visa sponsorship for this role. Applicants must have unrestricted right to work in Ireland.