Welcome to the Building Better Brains Onboarding Hub!
We’re glad you’re here. Whether you’re joining us as a contractor or student placement, you’re now part of the Building Better Brains team. This page has been designed to make your onboarding smooth, simple and supportive.
Here you’ll find everything you need to get started- from our policies and procedures, to induction videos & important agreements. Think of this as your one-stop space to help you feel confident and connected from day one.
Getting Started
To set you up for success, please take some time to explore the resources below. Each step is designed to help you understand how we work, what we value, and how we can create a safe, supportive environment together.
1. Completing Your Onboarding Forms
All required forms will be sent to you via Odoo, our secure digital signing platform.
Please ensure you complete and return these forms promptly, as contract details may differ depending on your role, qualifications, and whether you are joining us as a contractor, student or volunteer.
2. HR Compliance Checklist
To help us complete your HR file and onboarding process, please ensure you send the following documents to: sian@buildingbetterbrains.com.au.
For Contractors, Volunteers, and Students:
▢ ID document (Driver’s Licence)
▢ Valid Working With Children Check
▢ Insurance documents (e.g. Professional Indemnity and Public Liability)
▢ Signed Confidentiality Agreement (see below)
▢ Signed Policies and Procedures Manual (see below)
▢ Signed Contractor/Student Placement Agreement
Additional Requirements (Contractors only):
▢ Police Check
▢ Qualifications and memberships to professional bodies
▢ NDIS Worker Screening (if possible)
▢ Bio and photo for our foyer display, website and social media to welcome you to the team
Please forward all documents to: sian@buildingbetterbrains.com.au
3. Policies & Procedures
📄 Our policies and procedures outline how we work and keep our workplace safe, respectful, and professional. Please read these carefully as they form the foundation of how we do things at Building Better Brains.
4. Confidentiality Agreement
🔒 At Building Better Brains, protecting the privacy of the children, families, and communities we work with is essential.
You will receive a signable document which includes both our Policies & Procedures and Confidentiality Agreement. This will be sent to your email from our signing platform Odoo. Please ensure this is signed and submitted at your earliest convenience.
5. Induction & Training Videos
🎥 These short videos will introduce you to the essentials, from workplace health and safety to our values and day-to-day operations. They’ll give you a feel for how we work together to build better brains and brighter futures.
Please ensure you watch all of the following videos before proceeding:
1. Mission and Values
2. History
Hear from our founders Tony & Sian as they share their journey and vision for Building Better Brains.
3. Client Safety
Keeping every child and family safe is our first priority.
4. High Risk Clients
How to respond and stay safe when working with high-risk clients.
5. Professional Behaviour Policy
Following standards for professionalism in all we do.
6. Dress Code
Guidelines to present yourself appropriately and practically.
7. Mobile Phone Policy
Using technology responsibly while at work.
8. Acceptable Behaviours Policy
Creating a safe and respectful workplace for everyone.
9. Occupational Health & Safety
Your role in maintaining health and safety at work.
10. Incident Report Procedure
Steps to follow when reporting incidents or concerns.
11. First Aid Procedure
Knowing what to do in case of an injury.
12. Emergency Procedure & General Safety Guidelines
How to act quickly and safely in an emergency.
13. Day-to-Day
A practical overview of daily tasks and routines.
6. Below-the-Line vs Above-the-Line Thinking
At Building Better Brains, we use the concept of Above the Line Thinking as a foundation for how we show up with clients, families, colleagues and ourselves. It helps us stay aligned with our values of empathy, accountability and growth.
Below the Line Thinking represents a defensive, closed, and reactive mindset.
It includes behaviours such as:
Blaming others or external circumstances
Making excuses or denying responsibility
Complaining without offering solutions
Reacting from stress, fear, or ego
Focusing on problems rather than possibilities
Above the Line Thinking represents a conscious, open, and responsible mindset.
It includes behaviours such as:
Taking ownership and accountability
Being curious, solution-focused, and open to feedback
Communicating respectfully and transparently
Regulating emotions and responding thoughtfully rather than reacting
Working collaboratively and with compassion
Why This Matters
As a therapeutic, trauma-informed organisation, the way we think and respond directly impacts the emotional safety and wellbeing of our clients and team.
By choosing to stay above the line, we model self-awareness, regulation, and reflective practice — the same skills we aim to nurture in the children and families we support.
Prioritising Above the Line Thinking in our team culture helps us:
Maintain professionalism and emotional safety in challenging situations
Support collaborative, strengths-based problem solving
Foster a culture of kindness, trust, and accountability
Reflect the values of empathy, curiosity, and continuous growth that define BBB
💛 Welcome Volunteers & Students
Thank you for joining the Building Better Brains team! We’re so grateful to have you on board and can’t wait for you to bring your energy, curiosity, and care to our community. You play an important role in supporting our mission to help children and families thrive.
Please familiarise yourself with your Student Placement Induction Manual:
The following information is for subcontractors only:
🩷 Welcome Contractors
We’re so excited to have you as part of the BBB team! This section will walk you through everything you need to know to get set up, stay organised, and feel confident in your role. Keep reading for all the key details about invoicing, systems and clinic procedures.
Invoicing
To help things run smoothly and make sure you’re paid on time each week, please follow these simple steps:
- Weekly Pay Cycle: Invoices are processed every Wednesday.
- When to Send: Please email your invoice to Sian at sian@buildingbetterbrains.com.au
by 10:00am Wednesday each week. - Format: Make sure your invoice is in PDF format.
- Sales Report: Tony will send through your Summary Sales Report each Sunday or Monday. This will help you check your figures and know what to invoice for your weekly group and client sessions.
- Your full name
- Bank details
- ABN
- Invoice number (please ensure this is updated each week for tracking purposes)
- Date(s) of service
- Outline of services provided
- Amount owing
- Any applicable note-writing or travel time
Thank you for helping us keep things organised- it makes a big difference! 💛
💻 Jane: Clinic Management Software (therapists only)
We use Jane as our main client management system. Once you’re set up, it’s your responsibility to:
- Check your schedule regularly.
- Communicate with admin about any client changes, no-shows, or if you’re running late.
- Mark your clients as “arrived” after each session.
- Store all client notes under the Chart section and keep these up to date.
As a therapist, you’re responsible for maintaining accurate and complete client files. This includes uploading any important correspondence, photos of client artwork, or supporting materials relevant to the client’s therapy journey.
💡 Setup: Tony Vallance will create your Jane profile and get you started.
📧 BBB Email Address & Microsoft Access (therapists only)
Tony will also set up your BBB email address and provide access to your Microsoft account, which includes:
- Teams (for online sessions, meetings, and group chats)
- Brains Trust group chat
- Calendar and email access
Until your BBB email is active, we’ll continue sending all communication to your personal email address.
You will also receive a personalised and branded email signature, which we recommend using in all BBB-related correspondence.
🌐 BBB Intranet
Our Intranet is your go-to hub for all things BBB, from resources and forms to client tools and internal updates.
You can access it here: 🔗 BBB Intranet
Sick Leave Days/Annual Leave Procedure
If you’re unwell or need to take a day off, please follow our simple Sick Leave Days procedure below:
Opening & Closing Procedures
We want you to feel confident in how the clinic runs day to day. Please take a moment to familiarise yourself with our opening and closing steps here:
📋 Common Forms, Assessments & Templates
Here you’ll find many of the forms and templates we use across the clinic.
Therapists are also encouraged to bring their own preferred assessments, so feel free to connect with your peers to learn what they find most helpful.
Training Guides
Checklists & Templates
1:1 therapy
NDIS Progress Reports
Group therapy
Therapy Assistant program
SCARED Screening
Other