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The Finance and Administration Department’s key responsibilities include invoice processing, payments, support functions, reporting and human resources management. The department employs a Director of Finance and Administration, Finance Manager, Administrative Coordinator, Accountant, Financial Planning Officer and two HR and Payroll Specialists.
Helsinki City Theatre’s Finance and Administration Department takes care of everything related to finances and personnel. The department manages all incoming and outgoing funds, from ticket sales settlements to various purchases and payroll. It is also responsible for staff wellbeing.
There is certainly no shortage of work. Once a week, all department employees come together for a weekly meeting to review the tasks ahead, share information and exchange ideas.
The team works closely together, with each member supporting the others through their own specialist expertise.
A wide range of payroll duties
Helsinki City Theatre’s six stages and around 15 premieres each year employ a vast number of people across many different professions.
For HR and Payroll Specialist Karoliina Luukkonen, this diversity is reflected in the many collective agreements covering different professions. Luukkonen handles payroll for hourly paid employees, visiting artists and musicians.
“You have to be meticulous in payroll when employees come from so many different professions. There are costume makers, actors, musicians and metalworkers, each covered by their own collective agreement,” Luukkonen explains.
Payroll involves a great deal of investigative work, as the necessary information often reaches Luukkonen in bits and pieces. First, one person sends an employment contract, another submits a personal details form, and later a third piece of information may require clarification and discussion.
In a large organisation, payroll reporting practices vary between departments and individuals. As a rule, payroll information is entered into the Theatron system, but as payday approaches, handwritten notes may start appearing on Luukkonen’s desk.
“Sometimes someone brings a sheet of graph paper to the office with an employee’s name and hours worked written on it,” Luukkonen says.
As the payroll deadline approaches, schedules can become tighter and work may pile up. At those times, closing the door or switching off the phone is not an option. “When you’re processing payroll, you have to be something of a chameleon and be able to handle many different things in a single day,” Luukkonen explains.
Wellbeing comes first
Sometimes employees need to be flexible and go the extra mile, but the employer is flexible too. “It’s important to look after people’s wellbeing and ability to cope, so that everyone enjoys coming to work,” Luukkonen says. As part of her HR role, she works to make Helsinki City Theatre the best possible workplace.
Working life can be demanding at times, and the irregular hours in theatre bring their own challenges. That is why the theatre works closely with its occupational healthcare provider, holding meetings and considering how to keep staff as healthy as possible.
“Our policy is that occupational health services should be easy to access, even for concerns that may seem minor,” Luukkonen explains. This means looking out for one another and taking notice if a colleague appears exhausted or if someone is subjected to inappropriate treatment.
Luukkonen’s responsibilities also include workplace accidents. If an actor injures their ankle during rehearsals, Luukkonen meets with them to discuss what happened and what caused the accident. Every accident is investigated, and consideration is given to what could be done better to minimise the risk of future injuries.
Talouspäällikkö
Talousasiantuntija
Kirjanpitäjä
Talous- ja hallintojohtaja
Hr- ja palkka-asiantuntija
HR- ja palkka-asiantuntija
Hallintokoordinaattori
Taloussuunnittelija