Welcome to Kids Play Therapy

We are delighted to have you join our team.

At Kids Play Therapy, we are driven by a shared purpose: to provide high-quality, family-centred and evidence-informed services that empower children to reach their full potential. We believe every child deserves the opportunity to thrive, and we are committed to delivering meaningful support that makes a lasting difference for children and their families.

Our team is built on collaboration, respect, integrity and a commitment to continuous learning. Every team member brings unique skills and perspectives, and each role is valued in creating positive outcomes for the children and families we support. We foster a supportive and inclusive workplace where we learn from one another, celebrate successes and grow together.

Thank you for choosing to be part of Kids Play Therapy. Together, we can make a meaningful difference in the lives of the children, families and communities we serve.

May Horan
Founder & Director

Company overview

Kids Play Therapy is a multidisciplinary allied health practice dedicated to supporting children and families through high-quality, evidence-informed and family-centred services. We believe every child has unique strengths and the potential to thrive when provided with the right support, opportunities and environment.

Mission and vision

We inspire children and families to unlock their potential using play-based learning, so that together we can build a future where every child's uniqueness shines brightly.

Core values

Director to add.

Employee benefits

We are committed to supporting our team's wellbeing and professional growth, with a package designed to foster a balanced and rewarding work experience.

List of benefits: Director to add.

Employment policies

Code of conduct

All team members are expected to uphold the highest standards of professional behaviour:

• Treat team members, clients, families and external partners with respect and courtesy.
• Keep all sensitive and personal information strictly confidential, in line with privacy laws and safety protocols.
• Act with honesty, integrity and accountability in all professional interactions and decisions.
• Respect cultural diversity, including inclusive and culturally safe practices.
• Comply with all relevant policies and procedures, including legal and ethical standards, at all times.

Failure to meet these expectations may result in disciplinary action, up to and including termination of employment.

Equal employment opportunity, discrimination and harassment

Kids Play Therapy is committed to a safe, inclusive and respectful workplace where everyone is treated with dignity and fairness. We have zero tolerance for discrimination, bullying, sexual harassment, harassment on the grounds of sex, victimisation and vilification.

Everyone is expected to treat others with respect, maintain confidentiality, support colleagues, report inappropriate behaviour and help keep the workplace free from unlawful conduct. Recruitment, promotion and employment decisions are based on merit, with reasonable adjustments for employees with disability. Concerns are managed confidentially through the grievance process, and breaches may result in disciplinary action, including termination.

Workplace health and safety

Kids Play Therapy is committed to a safe, healthy and supportive workplace for employees, contractors, clients and visitors. Everyone shares responsibility for following safe work practices, reporting hazards, incidents and injuries promptly, taking part in safety training and consultation, and working together to minimise risks. The company complies with WHS legislation, provides training, equipment and support, and promotes early injury reporting, rehabilitation and safe return to work.

Right to disconnect

Employees may refuse to monitor, read or respond to contact from the company, clients or work-related third parties outside their working hours, unless the refusal is unreasonable. Please respect each other's working hours, use reasonable judgement about out-of-hours contact, and raise any concerns with your manager.

National Employment Standards

The company complies with the National Employment Standards (NES) and any modern award, enterprise agreement or other industrial instrument that applies to your role. For more information, see the Fair Work Ombudsman, the NES and your applicable award or agreement.

Dress code

Dress professionally, comfortably and appropriately for working with children and families in a range of settings. Wear neat, clean, modest clothing that lets you move freely during play-based activities. Closed-toe shoes are required. No clothing with offensive language or images. Wear branded uniforms or name badges during client appointments, community visits and events where provided.

Internal communication

Company news, announcements and updates are shared in the KPT HQ Google Chat. Check it regularly. Use it for team messages, shift updates and quick questions, respectfully and professionally.

External communication

All client enquiries, referrals and feedback go to contact@kidsplaytherapy.com.au. When communicating with a client or their authorised representative, send all emails and messages through the client's file in Splose, so communication is securely recorded. Do not use personal email or unapproved platforms to contact clients unless management has approved it in exceptional circumstances.

Emergency contact procedure

In an emergency, act first to keep the child, client and others safe. In life-threatening or urgent situations, call 000 before notifying management and the child's parent or carer.

• Staff emergencies or incidents needing management support: May Horan, 0422 609 986, as soon as it is safe to do so.
• Child or client emergencies: contact the parent, guardian or authorised emergency contact listed in the client's Splose file.

Record all emergencies, incidents and actions taken following the Incident Management Policy. See the Incident SOP.

Working safely in the community

Our services are delivered in homes, schools, early learning centres and community settings, so everyone shares responsibility for safety wherever they work. You are expected to:

• Keep each service location safe, clean and organised.
• Do a visual safety check before each session and identify hazards.
• Follow safe work practices and all WHS policies.
• Take reasonable care of your own health and safety and that of others.
• Report hazards, unsafe conditions, incidents, near misses and injuries to contact@kidsplaytherapy.com.au straight away.
• Stop work and seek guidance if a situation presents a serious or immediate risk.

In the community, assess risks before and during each visit, keep exits and pathways clear, use safe manual handling, follow the lone worker and community visit procedures, and leave and notify management immediately if you feel unsafe.

Notification of absences

Where possible, notify the Administration Team by phone or Google Chat at least 8 hours in advance if you can't attend a scheduled shift or appointment. For unplanned absences (e.g. illness), let the Administration Team know as soon as possible by phone or Google Chat, so clients can be contacted and sessions rescheduled.

Purchasing resources

• Work-related purchases under $20 (incl. GST) don't need approval if they are necessary for client services or operations. Keep a valid tax receipt. Avoid frequent small purchases.
• Purchases of $20 or more (incl. GST) need written approval from management first. Email the item description, purpose, estimated cost and a supplier or product link.
• Purchases made without approval may not be reimbursed.
• Submit tax receipts within 14 days. Reimbursements are paid through payroll or another agreed method.
• Everything bought with KPT funds remains KPT property. Check whether an existing resource can be used first, and choose items that are safe, durable and good value.

Payroll and contractor payment

Employees (full-time, part-time and casual): wages are processed and paid weekly. Submit accurate timesheets in Xero Me by the end of Friday. Payslips are provided as required by law.

Contractors:

1. After services are completed, KPT issues a Purchase Order (PO) by Tuesday of the following week.
2. Check the PO to make sure services, hours, travel and fees are correct.
3. Approve the PO. Payment can't be processed until it is approved.
4. Payment terms are 30 days from approval, unless agreed otherwise in writing.
5. Report any discrepancies to contact@kidsplaytherapy.com.au as soon as possible.

Travel and mileage

Kids Play Therapy is a community-based practice and does not operate from a fixed office. Your Base Location is your nominated residential address within metropolitan Melbourne. If you live outside metropolitan Melbourne, the company may nominate an alternative Base Location.

Ordinary commuting: for employees, travel from your Base Location to your first appointment of the day, and from your last appointment back to your Base Location, is ordinary commuting unless the company decides otherwise or your award or agreement requires it.

Client-related travel: where travel is part of your scheduled duties and is billable to a client or approved by KPT, approved travel time is paid in line with your employment agreement, contract and the law. This may include travel between client appointments, between an appointment and another approved work location, or to or from an appointment where the travel has been rostered and approved.

Travel expenses: where you are authorised to use your private vehicle for approved work travel, eligible expenses may be reimbursed, including kilometres, parking, road tolls and public transport. Receipts are required for all expenses other than kilometres.

Travel recording: all client-related travel must be recorded in Splose by 6pm on the day of the appointment. For each appointment, record travel time (minutes), kilometres and the correct appointment location. Travel is calculated using the day's actual route: from your Base Location to your first client, between clients, and from your last client back to your Base Location. Upload receipts for parking or tolls to the client's file. Entries made after 6pm are invoiced the next day. KPT may check travel records against mapping tools and decline payment where records are incomplete or inaccurate. See Recording travel in Splose.

Practice guidelines

Our practice philosophy

Our practice is guided by a play-based, child-centred and family-centred approach. Every child is unique, with their own strengths, interests and developmental journey. We value strong partnerships with families, recognising them as the experts in their child's life, and work with the child's wider support network to provide individualised, evidence-informed services.

You are expected to: value each child's strengths, interests and abilities; support emotional safety, regulation and autonomy; work collaboratively with families and the care team; and deliver ethical, professional, evidence-informed services.

Professional conduct

• Maintain professional boundaries at all times.
• Communicate respectfully with children, families, colleagues and stakeholders.
• Arrive prepared, punctual and appropriately dressed.
• Use inclusive, respectful and child-friendly language.
• Follow all organisational policies, procedures and NDIS requirements.

Confidentiality, child safety and duty of care are non-negotiable.

Child-centred and play-based approach

Child-centred means therapy is tailored to each child, with their voice, choices and goals guiding the process. Play-based means play is the main way children learn, communicate, build relationships and develop skills. Use developmentally appropriate, engaging, evidence-informed play experiences in a safe, supportive and respectful environment.

Family-centred practice

Families are the most important people in a child's life. Build respectful, collaborative relationships; listen to and value family perspectives; involve families in goal setting and decisions; share practical strategies for everyday routines; and keep communication open, respectful and strengths-based.

Session delivery

• Before each session, review client information, previous notes, goals, assessments and any identified risks.
• Plan purposeful activities that match the child's goals, strengths, interests, developmental stage and needs.
• Stay flexible and adapt to the child's engagement, communication, regulation and participation.
• Use evidence-informed strategies such as modelling, scaffolding, prompting, visual supports, environmental changes and positive reinforcement.
• Adjust expectations to the child's emotional state, sensory needs and capacity on the day.
• Work with parents, carers, educators and other professionals to help skills carry over across settings.

Quality engagement and positive therapeutic relationships matter more than finishing every planned activity.

Documentation standards

• Write a short note by the end of the day of each appointment, ideally straight after the session.
• Finalise the full progress note in Splose within 72 hours of the session, and send it to parents through Splose if applicable.
• Keep notes accurate, factual, objective and relevant, in clear, professional and respectful language.
• Record the child's participation, responses, progress, strategies used and significant observations.
• Record incidents, risks, safeguarding concerns and significant changes on the same day, following company policy.
• Keep all records confidential and secure, in line with privacy law and professional standards.

Collaboration and supervision

Work collaboratively with colleagues and other professionals; take an active part in supervision, mentoring, team meetings and professional development; seek guidance when needed; be open to feedback; and share knowledge and resources. We value reflection, curiosity and continuous improvement.

Safety and risk management

Follow all child safety, safeguarding and mandatory reporting obligations. Assess and manage risks before and during sessions, use equipment and materials safely, and report hazards, incidents, injuries and child safety concerns immediately. The safety, wellbeing and dignity of every child, family and team member always comes first.

Service delivery

Client allocation

The Administration Team allocates all new referrals based on clinical discipline, service location, and practitioner capacity and skill set. You'll get an email when a client is assigned. Keep your Splose availability up to date. Review the referral in Splose and tell admin promptly if it is outside your scope, if there are clinical, ethical or safety risks, or if capacity or location prevents you from delivering the service. If you raise no concerns, the allocation is confirmed.

Initial appointment preparation

Review the client file: presenting concerns, developmental history and background, and NDIS goals, reports and supporting documents if available. Prepare therapy materials, visual aids and assessment resources. Choose assessment tools in line with NDIS guidelines and paediatric best practice. For Q-Global access, email contact@kidsplaytherapy.com.au well in advance.

Attendance

• Arrive on time and ready to start, having reviewed client information and prepared resources.
• If you're running late, tell the client (where appropriate) and the Director or Practice Manager straight away.
• Don't shorten or extend appointments without approval where it affects later appointments or billing.
• Missing a session without approval or a valid reason may be treated as a serious performance matter.
• If you are ill or have an emergency, tell the Director immediately so client care can be arranged.

Conducting the initial appointment

In schools, kindergartens and childcare services: follow site policies and visitor requirements; carry your WWCC, professional registration, NDIS Worker Screening Check and photo ID; sign in and out; minimise disruption to learning; and leave therapy spaces clean. For home and community visits, do a quick safety check on arrival (exits, risks, your own safety) and follow the lone worker protocols. Use a strengths-based, family-centred approach, and administer assessments as clinically appropriate.

After the initial appointment

Complete documentation in Splose using the right template: Pre-Initial Consultation (phone), Functional Progress Note (face-to-face) or Observation Session EYLF (if appropriate). Schedule the next appointment with the family where clinically appropriate, and give the family or Support Coordinator a summary where appropriate. See Session notes and service codes.

Ongoing reviews and handover

Complete clinical reviews at appropriate intervals. When a child moves to another therapist, service or provider, complete the handover documentation in Splose, make sure records are up to date, and communicate the transition with parents, support coordinators and the receiving provider.

Clinical templates and reports

Clinical templates are in Splose. Use the approved template for each service, and don't modify templates without approval from the Clinical Director or Practice Manager. Report templates are in the shared Google Drive. See Creating a client report from a template.

Appointment status, no-shows and photos

See Appointment status and client no-shows and Photos and recordings of children.

Handbook acknowledgement

I acknowledge that I have received, read and understood the Kids Play Therapy Employee Handbook. I understand it is my responsibility to become familiar with, and comply with, the policies, procedures, standards and expectations in this handbook.

I acknowledge that the handbook is a guide and does not form part of my contract. Kids Play Therapy may amend, update or replace any part of it at any time, and I am responsible for staying informed of updates.

By signing, I confirm my commitment to uphold the values, professional standards and responsibilities of Kids Play Therapy.

Signed copy: send to contact@kidsplaytherapy.com.au. Employee name, signature and date.