Setting

Service

Family Placement Team, Civic Offices New Road Grays Essex RM17 6TJ

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Service

15th December 2004 Local Authority Adoption Services

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Commission for Social Care Inspection

Launched in April 2004, the Commission for Social Care Inspection (CSCI) is the single inspectorate for social care in England.

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Commission for Social Care Inspection

The Commission combines the work formerly done by the Social Services Inspectorate (SSI), the SSI/Audit Commission Joint Review Team and the National Care Standards Commission.

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The role of CSCI is to:

• Promote improvement in social care • Inspect all social care - for adults and children - in the public, private and voluntary sectors • Publish annual reports to Parliament on the performance of social care and on the state of the social care market • Inspect and assess ‘Value for Money’ of council social services • Hold performance statistics on social care • Publish the ‘star ratings’ for council social services • Register and inspect services against national standards • Host the Children’s Rights Director role.

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Inspection Methods & Findings

SECTION B of this report summarises key findings and evidence from this inspection. The following 4-point scale is used to indicate the extent to which standards have been met or not met by placing the assessed level alongside the phrase "Standard met?"

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The 4-point scale ranges from:

4 - Standard Exceeded (Commendable) 3 - Standard Met (No Shortfalls) 2 - Standard Almost Met (Minor Shortfalls) 1 - Standard Not Met (Major Shortfalls) 'O' or blank in the 'Standard met?' box denotes standard not assessed on this occasion. '9' in the 'Standard met?' box denotes standard not applicable. 'X' is used where a percentage value or numerical value is not applicable. Thurrock Borough Council Adoption Service Page 1

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Name of Local Authority

Thurrock Borough Council Adoption Service

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Headquarters Address

Family Placement Team, Civic Offices, New Road, Grays, Essex, RM17 6TJ

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Address

Family Placement Team, Civic Offices, New Road, Grays, Essex, RM17 6TJ

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NA

Thurrock Borough Council Adoption Service Page 2 Date of Inspection Visit 15th December 2004 ID Code

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NA

Name of Inspector 2 Rosemary Chapman 075198

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inspections and bring a different

perspective to the inspection process. Name of Specialist (e.g.

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Name of Establishment Representative at

the time of inspection Diane Keenes, Manager Thurrock Borough Council Adoption Service Page 3

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D.3. Provider’s agreement

Thurrock Borough Council Adoption Service Page 4

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INTRODUCTION TO REPORT AND INSPECTION

Local authority adoption services are subject to inspection by CSCI, to establish if the service is meeting the National Minimum Standards for Local Authority Adoption Services and the requirements of the Care Standards Act 2000, the Adoption Act 1976 as amended, the Adoption Agencies Regulations 1983 as amended and the Local Authority Adoption Service (England) Regulations 2003.

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INTRODUCTION TO REPORT AND INSPECTION

This document summarises the inspection findings of the CSCI in respect of Thurrock Borough Council Adoption Service. The inspection findings relate to the National Minimum Standards for Local Authority Adoption Services published by the Secretary of State under sections 49 of the Care Standards Act 2000.

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INTRODUCTION TO REPORT AND INSPECTION

The Adoption Agencies Regulations 1983 and the Local Authority Adoption Service (England) Regulations 2003 are secondary legislation, with which a service provider must comply. Service providers are expected to comply fully with the National Minimum Standards. The National Minimum standards will form the basis for judgements by the CSCI regarding notices to the local authority and reports to the Secretary of State under section 47 of the Care Standards Act 2000.

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INTRODUCTION TO REPORT AND INSPECTION

The report follows the format of the National Minimum Standards and the numbering shown in the report corresponds to that of the standards.

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INTRODUCTION TO REPORT AND INSPECTION

The report will show the following: • Inspection methods used • Key findings and evidence • Overall ratings in relation to the standards • Compliance with the Regulations • Notifications to the Local Authority and Reports to the Secretary of State • Required actions on the part of the provider • Recommended good practice • Summary of the findings • Report of the Lay Assessor (where relevant) • Providers response and proposed action plan to address findings

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INSPECTION VISITS

Inspections will be undertaken in line with the regulatory framework with additional visits as required. This is in accordance with the provisions of the Care Standards Act 2000. The inspection methods used in the production of this report are set out in Part B. Pre- inspection information, and the manager’s written self-evaluation of the service, have also been taken into account. The report represents the inspector's findings from the evidence found at the specified inspection dates. Thurrock Borough Council Adoption Service Page 5 BRIEF DESCRIPTION OF THE SERVICES PROVIDED.

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INSPECTION VISITS

The adoption agency of Thurrock Council is constituted by legislation and fulfils its legal responsibilities and duties within the requirements of statutes. One person within the Fostering and Adoption Service manages it. The agency is located centrally in the town of Grays, which is accessible by car and public transport. It is a reasonably small agency and conducts much of its business with the other two members of the consortium with which it has a strong relationship and which it wishes to strengthen even further. The agency recruits families who wish to either adopt children domestically or from overseas although applicants for inter-country adoption are rare. It has a current emphasis on recruiting adopters for older children, sibling groups and children with particular needs. Because of the relatively small size of the geographical area of Thurrock many of the children placed for adoption are placed with families from the neighbouring consortium

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INSPECTION VISITS

areas. The agency also undertakes adoption support responsibilities and birth records counselling, more specialised or extended work is passed to a voluntary agency. Thurrock Borough Council Adoption Service Page 6

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INSPECTOR’S SUMMARY

(This is an overview of the inspector’s findings, which includes good practice, quality issues, areas to be addressed or developed and any other concerns.) Statement of Purpose. The one standard in this section was almost met.

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INSPECTOR’S SUMMARY

The agency had a comprehensive statement of purpose in place that gave full and detailed information about the services provided; it was well written, accessible and could be understood by a wide readership. The children’s guide in use by the agency is one that has been produced by BAAF and although this is a useful pamphlet for children it does not meet the requirements of either the NMS or regulations.

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INSPECTOR’S SUMMARY

Securing & promoting children’s welfare. The one standard in this section was met.

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INSPECTOR’S SUMMARY

The agency, in partnership with the other consortium members, has developed a clear strategy that aims to focus the recruitment of potential adopters who are able to meet the more complex needs of the children who require placement by Thurrock.

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INSPECTOR’S SUMMARY

Prospective and approved adopters. Of the four standards in this section, one was met, two were almost met and one was not met.

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INSPECTOR’S SUMMARY

The Adoption Preparation Group Information Pack produced by the agency, and used as the main tool for running preparation groups, was noted as being of a very good standard. The assessment process, however, is in need of an overhaul to ensure that prospective adopters have the opportunity to share all aspects of their circumstances in a way that can be fully analysed. This is an important issue; it was felt that the system in use at the time of the inspection was flawed and had potential for adopters being approved who had not been subject to appropriate levels of rigour during their assessment. It was evident that the agency is committed to ensuring that all relevant information in respect of children is made available to prospective adopters when a placement is being considered. All approved adopters are required to compile a ‘Family Book’ and this information is made available to children. None of the placements made with the agency’s adopters in recent times has disrupted and

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INSPECTOR’S SUMMARY

The agency’s policy states that a range of support systems are available and in place; there were some comments made by adopters, however, that suggested that the support systems in place were rather more confusing and inconsistent than the policy suggests. Thurrock Borough Council Adoption Service Page 7 Birth Parents & Birth families. All three standards in this section were met.

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INSPECTOR’S SUMMARY

The agency offers support to birth parents independent of the their child’s social worker. It was clear that there is significant commitment to offer support services to birth parents both before and after adoption. Every effort is made to engage birth parents in the compilation of a life-story book; workers at the authority’s resource centre, who have particular skills and expertise in this area, are centrally involved in this area of work.

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INSPECTOR’S SUMMARY

Adoption panels & agency decisions. Of the four standards in this section, two were met and two were almost met.

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INSPECTOR’S SUMMARY

The agency had a robust set of policies and procedures in place that outlined clearly the role and functions of the adoption panel. In addition each panel member is provided with an ‘Information Pack’. This was felt to be good practice and a clear indication of the agency’s commitment to providing a rigorous approach to quality performance and robust oversight of its responsibilities. Policies and procedures clearly outline the legal responsibilities of the agency in so far as ensuring that the adoption panel is appropriately constituted although there was some concern at the manager’s membership and the potential for conflicts of interest. Training for panel members needs to be improved. Arrangements for ensuring all panel members have been checked through the CRB are not as robust as they should be. The agency decision maker is reasonably prompt in making his judgement of cases recommended by the

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INSPECTOR’S SUMMARY

adoption panel; he is in receipt of the basic information that the panel has used to reach its conclusions very soon after the event; he does not, however, always receive panel papers in advance or receive full minutes before he makes his decision.

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INSPECTOR’S SUMMARY

Fitness to provide or manage an adoption agency. Of the two standards in this section, one was met and one was almost met.

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INSPECTOR’S SUMMARY

People with the requisite qualifications, experience and skills manage the agency. The manager had been in post for approximately two years; she is a fully qualified social worker and was pursuing an MA in Social Work Management at the time of the inspection. Although the recruitment procedures in the authority are reasonably robust the practice of verifying written references by telephone had not been enacted; similarly the CRB checking process needs to be strengthened.

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INSPECTOR’S SUMMARY

Provision and management of the adoption agency. Of the three standards in this section, two were met and one was almost met.

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INSPECTOR’S SUMMARY

The structure of the organisation, and the place that the agency occupies within it, was coherent and operated in a way that workers understood; the service’s functioning was demonstrably efficient as a result of the structure. The authority’s looked after children Corporate Parenting Group takes an active interest in the work of the agency although there was no mechanism in place to provide the executive with a discrete report on its activities. The medical adviser is, as required, a member of the adoption panel and there is a legal adviser who provides expert knowledge to both the panel and the service as a whole. The agency accesses other specialist advice as and when it is required or necessary.

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INSPECTOR’S SUMMARY

Employment and management of staff. Of the five standards in this section, two were met and three were almost met. Thurrock Borough Council Adoption Service Page 8 All social workers undertaking adoption work are appropriately qualified; the team has some long-service workers and others with less experience. In general it was found to be a well- balanced team. In the main the recruitment practices in the organisation were rigorous and reasonably robust; there were some exceptions found that require attention, particularly in relation to CRB checks and verification of references. The adoption manager had been in post for some two years and had spent much of this time developing policies and procedures relevant to a service that required some improvement in this area. She had, at the time of the inspection, begun focusing her attention on practice issues and assessment skills, which, it was noted, were in some need of modernisation and

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INSPECTOR’S SUMMARY

updating. Formal supervision is an important aspect of service maintenance/oversight that is routinely organised on a regular and frequent basis. The staff has a busy work schedule and there are barely sufficient workers to undertake the range of duties currently expected of them; workloads are increasing, which is placing some pressure on the overall ability to manage. Allocation is organised by the manager and although there is no formalised system of workload management it appeared to be managed equitably and with due regard for the needs of the service. The organisational and management practices appeared to offer a sound and supportive working environment and workers said that they had been very happy with their employment situation. The agency has a good record of training and development of workers in recent times. A substantial amount of the training undertaken by staff is organised jointly with or through the

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INSPECTOR’S SUMMARY

Records. Of the four standards in this section, one was met and three were almost met.

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INSPECTOR’S SUMMARY

The case records of prospective and approved adopters were generally well managed although there were omissions and inconsistencies found; a new audit system, however, has been introduced that, it is hoped, will improve matters. There are satisfactory arrangements in place to ensure that information is exchanged with other authorities in an appropriate and timely way when children are placed elsewhere and when adopters are used by other agencies. The agency has a policy and procedure on case recording but this does not include the adoption service, particularly in respect of content and format. A new auditing system has been introduced to check on the quality of file management and this is leading to improvements. Other administrative files and records were kept in good order and were held securely. In the main the personnel files for staff were found to be of a good standard; they were well maintained and accessible with most information being readily available. The records in

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INSPECTOR’S SUMMARY

respect of adoption panel members were in the process of being improved. Some omissions were found, however.

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INSPECTOR’S SUMMARY

Fitness of premises. The one standard in this section was met.

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INSPECTOR’S SUMMARY

The premises used by the agency are located in the department’s main headquarters close Thurrock Borough Council Adoption Service Page 9 to the town centre of Grays; they are open during normal office hours and are accessible by both car and public transport. The offices provide for a good working environment. Files and records were stored appropriately although there was no smoke detector in the room where they were located Thurrock Borough Council Adoption Service Page 10 Reports and Notifications to the Local Authority and Secretary of State

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INSPECTOR’S SUMMARY

The following statutory Reports or Notifications are to be made under the Care Standards Act as a result of the findings of this inspection:

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INSPECTOR’S SUMMARY

NA Report to the Secretary of State under section 47(3) of the Care Standards Act 2000 that the Commission considers the Local Authority’s adoption service satisfies the regulatory requirements:

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INSPECTOR’S SUMMARY

NA Notice to the Local Authority under section 47(5) of the Care Standards Act 2000 of failure(s) to satisfy regulatory requirements in their adoption service which are not substantial, and specifying the action the Commission considers the Authority should take to remedy the failure(s), informing the Secretary of State of that Notice:

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INSPECTOR’S SUMMARY

NA Report to the Secretary of State under section 47(4)(a) of the Care Standards Act 2000 of a failure by a Local Authority adoption service to satisfy regulatory requirements which is not considered substantial:

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INSPECTOR’S SUMMARY

NA Report to the Secretary of State under section 47(1) of the Care Standards Act 2000 of substantial failure to satisfy regulatory requirements by a Local Authority adoption service:

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The grounds for the above Report or Notice are:

Thurrock Borough Council Adoption Service Page 11

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(Not relevant at first CSCI inspection)

Requirements from last Inspection visit fully actioned? NA

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STATUTORY REQUIREMENTS

Identified below are areas not addressed from the last inspection report which indicate a non-compliance with the Care Standards Act 2000, the Adoption Agencies Regulations 1983 and the Local Authority Adoption Service (England) Regulations 2003. No. Regulation Standard Required actions Timescale for action

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Action is being taken by the Commission for Social Care Inspection to monitor

compliance with the above requirements. Thurrock Borough Council Adoption Service Page 12

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STATUTORY REQUIREMENTS IDENTIFIED DURING THIS INSPECTION

Action Plan: The appropriate officer of the Local Authority is requested to provide the Commission with an action plan, which indicates how requirements are to be addressed. This action plan is shown in Part D of this report.

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STATUTORY REQUIREMENTS

Identified below are areas addressed in the main body of the report which indicate non- compliance with the Care Standards Act 2000, the Adoption Act 1976, the Adoption Agencies Regulations 1983, the Local Authority Adoption Service (England) Regulations 2003 or the National Minimum Standards for Local Authority Adoption Services. The Authority is required to comply within the given time scales in order to comply with the Regulatory Requirements for adoption services. No. Regulation Standard * Requirement Timescale for action Reg.3 (2003) LA1 The agency must have a children’s guide that includes all required information. 01/04/05

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STATUTORY REQUIREMENTS

Reg.8 (1983 as amended) LA4 The agency must ensure that all applicants are subject to a thorough assessment and that this is satisfactorily recorded in a report on their suitability. 01/04/05

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STATUTORY REQUIREMENTS

Reg. 6 2003 Regs LA15 Evidence of CRB checks and qualifications must be maintained. 01/04/05

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STATUTORY REQUIREMENTS

Reg. 11 2003 Regs LA28 Staff personnel and panel members records must include all required information. 01/04/05

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STATUTORY REQUIREMENTS

Reg. 11 2003 Regs LA19 Workers must not commence work until satisfactory CRB clearance has been obtained. 01/04/05 Thurrock Borough Council Adoption Service Page 13

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

Identified below are areas addressed in the main body of the report which relate to the National Minimum Standards and are seen as good practice issues which should be considered for implementation by the Authority or Registered Person(s). No. Refer to Standard * Recommendation Action

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

1 LA5 The agency should ensure that all adopters are asked if they would notify of the death of their adopted child.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

2 LA6 The agency should its support systems for adopters are as consistent as possible.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

3 LA11 More robust CRB procedures should be introduced in respect of panel members.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

4 LA11 The manager should relinquish her membership of the adoption panel to avoid issues surrounding conflicts of interest.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

5 LA13 The decision maker should be in receipt of all relevant information to enable him to make fully informed decisions.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

6 LA17 The agency should provide the executive with twice-yearly reports on its activities.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

7 LA20 Managing the content of the assessment process should be a priority.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

8 LA21 The agency should ensure that sufficient staff are recruited to undertake all of its duties and responsibilities.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

9 LA25 Case records should include all required information.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

10 LA27 The agency should extend its case file policy to include the particular needs of the adoption service.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

• Note: You may refer to the relevant standard in the remainder of the report by omitting the 2-letter prefix e.g. LA10 refers to Standard 10. Thurrock Borough Council Adoption Service Page 14

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PART B INSPECTION METHODS & FINDINGS

The following inspection methods have been used in the production of this report

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PART B INSPECTION METHODS & FINDINGS

Placing authority survey YES Placing social worker survey YES Prospective adopter survey YES Approved adopter survey YES Birth parent / birth family member survey YES Checks with other organisations and Individuals • Directors of Social services NO • Specialist advisor (s) YES Tracking Individual welfare arrangements YES • Interview with children NO • Interview with adopters and prospective adopters YES • Interview with birth parents YES • Interview with birth family members NO • Contact with supervising social workers YES • Examination of files YES Individual interview with manager YES Information from provider YES Individual interviews with key staff YES Group discussion with staff YES Interview with panel chair YES Observation of adoption panel YES Inspection of policy/practice documents YES Inspection of records (personnel, adopter, child, complaints, allegations) YES

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PART B INSPECTION METHODS & FINDINGS

Date of Inspection 17/12/04 Time of Inspection 09.00 Duration Of Inspection (hrs) 54 Number of Inspector days 3 Additional Inspection Questions: Certificate of Registration was displayed at time of inspection NA The certificate of registration accurately reflected the situation in the service at the time of inspection NA

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PART B INSPECTION METHODS & FINDINGS

Total Number of staff employed (excluding managers) 5 Thurrock Borough Council Adoption Service Page 15 The following pages summarise the key findings and evidence from this inspection, together with the CSCI assessment of the extent to which the National Minimum Standards have been met. The following scale is used to indicate the extent to which standards have been met or not met by placing the assessed level alongside the phrase "Standard met?"

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PART B INSPECTION METHODS & FINDINGS

The scale ranges from: 4 - Standard Exceeded (Commendable) 3 - Standard Met (No Shortfalls) 2 - Standard Almost Met (Minor Shortfalls) 1 - Standard Not Met (Major Shortfalls)

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PART B INSPECTION METHODS & FINDINGS

"0" in the "Standard met?" box denotes standard not assessed on this occasion. "9" in the "Standard met?" box denotes standard not applicable on this occasion. “X” is used where a percentage value or numerical value is not applicable. Thurrock Borough Council Adoption Service Page 16

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The intended outcome for the following standard is:

• There is clear written statement of the aims and objectives of the adoption

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There is a clear written statement of the aims and objectives of the adoption agency

which describes accurately what facilities and services they provide. Key Findings and Evidence Standard met? 2 The agency had a comprehensive statement of purpose in place that gave full and detailed information about the services provided; it was well written, accessible and could be understood by a wide readership. The statement makes clear its commitment to providing children with suitable placements that can improve and enhance their life chances and it also gives an indication as to how this might be achieved. It was last reviewed in October 2004. One matter the manager should re-examine in the statement, under ‘Standards of Care & Performance Data’ is the omission of the National Minimum Standards (NMS) and The Local Authority Adoption Service (England) Regulations from the list of standards that the agency complies with. The children’s guide in use by the agency is one that has been produced by BAAF and

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There is a clear written statement of the aims and objectives of the adoption agency

although this is a useful pamphlet for children to have access to if adoption is being considered, it does not meet the requirements of either the NMS or regulations. Although there is a complaints procedure attached to the pamphlet there is no further information about Thurrock’s adoption services.

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executive side of the council?

Is there a children’s guide to adoption? YES

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information required by Standard 1.4?

NO Thurrock Borough Council Adoption Service Page 17

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The intended outcome for the following set of standards is:

• The needs and wishes, welfare and safety of the child are at the centre of the adoption process.

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effective strategies to recruit sufficient adopters to meet the needs of the range of

children waiting for adoption locally. Key Findings and Evidence Standard met? 3 The agency, in partnership with the other consortium members, has developed a clear strategy that aims to focus the recruitment of potential adopters who are able to meet the more complex needs of the children who require placement by Thurrock. One significant aspect of this strategy is to avoid accepting applicants who wish only to adopt a single, white child under the age of two years; there are sufficient approved adopters on the agency’s (and consortium’s) ‘waiting lists’ to meet the needs of this group. There was also a recently held open evening to look specifically at the recruitment of people to offer placements for sibling groups and older children. It was also evident that the agency places appropriate importance on ensuring, so far as is possible, that the ethnicity and other characteristics of children placed are reflected in the choice of families. Another aspect of the agency’s

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effective strategies to recruit sufficient adopters to meet the needs of the range of

developing strategy is the move towards a more dynamic and ‘modern’ approach to recruitment. A worker with expertise and background in marketing has been employed in recent times to expand the fostering aspects of the authority’s business; it has now been decided to utilise these skills and abilities to enhance the work of the adoption service. Material seen during the inspection suggested that the approach henceforth will be more focused and ‘professional’.

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In the last 12 months:

How many children were identified as needing adoptive families? 32 How many children were matched with adopters? 8 How many children were placed with the service’s own adopters? 10 How many children were placed with other services’ adopters? 4 How many children were referred to the Adoption Register? 8

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adopters does this represent?

100 % How many sibling groups were matched in the last 12 months? 6

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waiting for a match to be identified?

Thurrock Borough Council Adoption Service Page 18

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The intended outcome for the following set of standards is:

• The adoption agency recruits and supports sufficient adopters from

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diverse backgrounds, who can offer children a stable and permanent home

to achieve a successful and lasting placement.

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about the preparation, assessment and approval procedure and that they will be

treated fairly, openly and with respect throughout the adoption process. Key Findings and Evidence Standard met? 3 The agency provides a comprehensive introduction pack to all people who have indicated an interest in becoming adopters. The pack is well-presented, written in accessible language and provides a realistic overview of the adoption process from preparation through assessment to the recommendations of the panel and final decision; it includes details about the responsibilities of the agency, its links with the consortium and information about the use of the national register. The pack is welcoming and makes clear that all sectors of the community, over the age of 21, are able to apply without prejudice; it is also specific about eligibility criteria and the kind of children most likely to require families. One matter that the manager should re-consider in the pack is the part that states that

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about the preparation, assessment and approval procedure and that they will be

applicants will only be issued with a copy of the authority’s representations and complaints procedure once they are approved. Given this statement, and that there was no complaints leaflet in the pack provided for inspectors, it could be misconstrued that there is no right of representation or complaints until approval was granted. To complement the otherwise inclusive nature of the information pack (subtitled Partners in Adoption) it would be more appropriate to include details of how applicants could complain should they feel it is necessary. The majority of respondents to a pre-inspection survey said that they had not been made aware of the complaints process. The agency works closely with the other two consortium members to develop strategies for recruiting adopters to meet the needs of children waiting, including a recently held open evening to look specifically at the recruitment of people to offer placements for sibling groups

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about the preparation, assessment and approval procedure and that they will be

and older children. Thurrock Borough Council Adoption Service Page 19

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Prospective adopters are involved in a formal, thorough and comprehensive

assessment, preparation and approval process. Key Findings and Evidence Standard met? 1 The Adoption Preparation Group Information Pack produced by the agency, and used as the main tool for running preparation groups, was noted as being of a very good standard. It was comprehensive, well indexed/ordered and was presented in a professional yet accessible format that could be used both as a procedure for running and participating in preparation and as a reflective document that could be re-visited at any time afterwards as a reminder or information resource. In the main, respondents to the pre-inspection survey were very positive about their experiences of preparation - although there were comments made that suggested greater inclusion of adopters and adopted people in the process would enhance the overall quality of the experience. The assessment process, however, is in need of an overhaul to ensure that prospective

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Prospective adopters are involved in a formal, thorough and comprehensive

adopters have the opportunity to share all aspects of their circumstances in a way that can be fully analysed. The system in use at the time of the inspection was to encourage prospective applicants to write ‘essays’ on particular subjects/issues of their circumstances/experiences based on material explored in preparation ‘workshops’. Much of this written material then found its way, usually verbatim, onto the Form F, with only limited comments provided by the assessing social worker. The manager of the service was fully aware of the need to improve the assessment process for applicants and was actively pursuing different ways of modernising the style and content. This is an important issue; it was felt that the system in use at the time of the inspection was flawed and had potential for adopters being approved who had not been subject to appropriate levels of rigour during their assessment. Thurrock Borough Council Adoption Service Page 20

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introduction and placement process, as well as any support to facilitate this they may

need. This will include the role of the Adoption Register for England and Wales. Key Findings and Evidence Standard met? 2 It was evident that the agency is committed to ensuring that all relevant information in respect of children is made available to prospective adopters when a placement is being considered. Most respondents to a pre-inspection questionnaire said that they had been provided with sufficient information about the children – although there were a few dissenters from this view – and children’s adoption records were generally fulsome in the information that they contained. The agency’s policy states that ‘The Agency will ensure that approved prospective adopters are provided with comprehensive written information about children with whom they are being matched prior to placement’; whilst this is laudable as an aim, it may be worth considering identifying more clearly in the policy what is considered the

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introduction and placement process, as well as any support to facilitate this they may

minimum information required to give clarity for placing social workers. All approved adopters are required to compile a ‘Family Book’ and this information is made available to children if their level of understanding is such that they can comprehend the contents. There is a placement agreement made when children are placed that adopters sign; this includes notifying the agency if the child becomes affected by a life-threatening illness – the agreement, however, does not indicate the need to inform if the child dies in placement. The agreement should be amended to include this.

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Adoption Register?

YES Thurrock Borough Council Adoption Service Page 21

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Adoptive parents are helped and supported to provide stable and permanent homes

for the children placed with them. Key findings and evidence Standard met? 2 None of the placements made with the agency’s adopters in recent times has disrupted. The agency’s policy states that a range of support systems are available and in place and comments that it is committed to developing services to all people affected by adoption. There are support groups for approved adopters that meet regularly but it had been recently acknowledged by the agency that these groups may not be constituted in the most effective way – in that both families with children and those still awaiting a match attend the same groups, with the potential that those still waiting could feel either envy or distress. Consequently the manager and staff are further exploring this issue. There were some comments made by adopters, however, that suggested that the support systems in place are rather more confusing and inconsistent than the policy suggests; it is

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Adoptive parents are helped and supported to provide stable and permanent homes

important for the agency to ensure that there is confidence in the support systems so that the potential for successful placements is as high as possible.

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Adoptive parents are helped and supported to provide stable and permanent homes

Number of adopter applications started in the last 12 months 16

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Adoptive parents are helped and supported to provide stable and permanent homes

Number of adopters approved in the last 12 months 11

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last 12 months

Number of adopters approved but not matched 13

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last 12 months

Number of adopters referred to the Adoption Register 8

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and adoption, in the last 12 months?

Thurrock Borough Council Adoption Service Page 22

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The intended outcomes for the following set of standards are:

• Birth parents are entitled to services that recognise the lifelong

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implications of adoption. They will be treated fairly, openly and with

respect throughout the adoption process.

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Standard 7 (7.1 – 7.5)

The service to birth parents recognises the lifelong implications of adoption. Key Findings and Evidence Standard met? 3 The agency offers support to birth parents independent of the their child’s social worker, although children’s social workers, in some cases, continue to offer support in some circumsrances. It was clear that there is significant commitment to offer support services to birth parents, either directly by workers in the agency or via arrangements with a local voluntary agency. All plans for children that are looked after by the authority become ‘parallel plans’ after the second review, with adoption being considered alongside other possible options. Birth parents are involved throughout the planning process – a worker from the agency is allocated to a family as soon as adoption has been planned for – and when family-finding begins the worker liaises with the birth parent to ensure that wishes and feelings are

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Standard 7 (7.1 – 7.5)

considered as part of the process. All arrangements regarding contact, either direct or through the letterbox system, are clearly recorded.

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Birth parents and birth families are enabled to contribute to the maintenance of their

child’s heritage. Key Findings and Evidence Standard met? 3 Every effort is made to engage birth parents in the compilation of a life-story book; workers at the authority’s resource centre, who have particular skills and expertise in this area, are centrally involved in this area of work having developed tools and protocols for producing good quality material. Their work includes contacting the hospital where the child was born to obtain antenatal scan photographs. Wherever possible, and safe, birth parents are encouraged to meet the prospective adopters. Thurrock Borough Council Adoption Service Page 23

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includes providing information about local and national support groups and services

and helping birth parents to fulfil agreed plans for contact. Key Findings and Evidence Standard met? 3 The adoption agency has a clear strategy of support for birth parents both before and after adoption. Information is provided about a voluntary organisation, After Adoption, who will offer support post adoption in addition to any services provided by the agency. The allocated worker for the birth parent provides support, for instance, in explaining and setting up any contact arrangements. Thurrock Borough Council Adoption Service Page 24

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The intended outcomes for the following set of standards are:

• Each adoption agency has an adoption panel which is organised efficiently

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children suitable for adoption, the suitability of prospective adopters and

the matching of children and approved adopters.

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children suitable for adoption, the suitability of prospective adopters and

• The adoption agency’s decisions are made to promote and safeguard the welfare of children.

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Adoption panels have clear written policies and procedures about the handling of

their functions and ensure that they are implemented. Key Findings and Evidence Standard met? 3 The agency had a robust set of policies and procedures in place that outlined clearly the role and functions of the adoption panel. In addition each panel member is provided with an ‘Information Pack for Panel Members’ that includes guidance, procedures for performance management, general information about good practice and the role of the panel as well as copies of the policies and procedures for both domestic and inter-country adoption – and a glossary. This was felt to be good practice and a clear indication of the agency’s commitment to providing a rigorous approach to quality performance and robust oversight of its responsibilities. Whilst this pack is, overall, comprehensive and provides panel members with sufficient information and guidance to undertake their duties appropriately, there are some minor omissions from the NMS that need to be incorporated into the general policy.

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Adoption panels have clear written policies and procedures about the handling of

Despite these minor omissions, this was found to be a well presented initiative. Prospective adopters are invited to attend the panel and we received positive reports about their experiences; the panel that was observed was welcoming to applicants and showed great sensitivity both in the way the proceedings were conducted and in the manner the applicants were invited in, where they sat and how the business of the panel was explained to them. Thurrock Borough Council Adoption Service Page 25

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from overseas and seeks advice, when necessary, on the laws and eligibility criteria

for the overseas country. Key Findings and Evidence Standard met? 2 Policies and procedures clearly outline the legal responsibilities of the agency in so far as ensuring that the adoption panel is appropriately constituted, that it undertakes its duties and responsibilities satisfactorily and sits at intervals necessary to meet the needs of children awaiting adoption. There are some matters, however, to which agency should give serious consideration if it is to have a panel that provides the best possible service. The manager of the agency is a member of the panel; whilst this does not contravene regulations it was felt that this arrangement compromises independence in that the manager is responsible for the professional supervision of most social workers who present cases for the panel to consider and has, therefore, a potential conflict of interest on many occasions. Although there was a substantial level of experience and awareness of adoption issues

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from overseas and seeks advice, when necessary, on the laws and eligibility criteria

within the panel, the arrangements for training were not found to be as thorough as they should be. New members in recent times have only had perfunctory initial training and there are no formal arrangements for the panel to undertake annual joint training with workers in the agency. Arrangements for ensuring all panel members have been checked through the CRB are not as robust as they should be and improvements need to be made in this area.

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from overseas and seeks advice, when necessary, on the laws and eligibility criteria

Is the panel a joint panel with other local authorities? NO

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to avoid delays in the consideration of prospective adopters and matching children

and adopters. Key Findings and Evidence Standard met? 3 The panel meets regularly and at appropriate intervals to undertake its business and meet its responsibilities satisfactorily. It has a very experienced and competent chairperson who clearly understood his role and responsibilities and had a sound understanding of adoption matters and good practice. The administration of the panel and its business was efficient and all relevant and necessary information was provided to members in plenty of time for them to read and digest the contents. The minutes are well recorded and provide accurate information on the proceedings and the conclusions reached. Thurrock Borough Council Adoption Service Page 26

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recommendation of the adoption panel and promotes and safeguards the welfare of

the child. Key Findings and Evidence Standard met? 2 The agency decision maker is reasonably prompt in making his judgement of cases recommended by the adoption panel; he is in receipt of the basic information that the panel has used to reach its conclusions very soon after the event. There are two matters, however, that the agency should address if it is to act in the most satisfactory way and provide a thoroughly transparent decision-making process. The decision-maker does not always receive the panel papers at the same time as panel members (ie before the panel sits) so is not able to apprise himself of the details of cases before he receives the recommendations. Neither does he receive the minutes of the panel before he makes his decision. The agency should seriously consider changing these arrangements in order for decisions to be made from a fully informed standpoint. Thurrock Borough Council Adoption Service Page 27

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The intended outcomes for the following set of standards are:

• The adoption agency is provided and managed by those with the appropriate

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The people involved in carrying on and managing the adoption agency:

• possess the necessary knowledge and experience of child care and

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adoption law and practice and

• have management skills and financial expertise to manage the work

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efficiently and effectively and

• ensure that it is run on a sound financial basis and in a professional manner. Key Findings and Evidence Standard met? 3 People with the requisite qualifications, experience and skills manage the agency. It was clear that there was a thorough understanding of adoption matters in particular, and children’s issues in general, throughout the management structure and that the workers in the team were provided with realistic and appropriate guidance and support to undertake their responsibilities to a satisfactory standard. The manager had been in post for approximately two years; she is a fully qualified social worker and was pursuing an MA in Social Work Management at the time of the inspection; her job description was constructed in a way that provided an unequivocal statement about her duties and responsibilities.

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voluntary organisation or business concerned with safeguarding and promoting the

welfare of children. Key Findings and Evidence Standard met? 2 Although the recruitment procedures in the authority are reasonably robust the practice of verifying written references by telephone had not been enacted; this should be instituted immediately to ensure that all workers are suitably checked prior to commencement of employment. Similarly, the CRB checking processes need to be strengthened so that evidence of written confirmation of CRB checks is available for inspection; this should include, at least, a written record of the CRB reference number. There were no verified copies of the manager’s qualifications on her personnel file. Thurrock Borough Council Adoption Service Page 28

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The intended outcomes for the following set of standards are:

• The adoption agency is organised and managed efficiently, delivering a good quality service and avoiding confusion and conflicts of role.

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Standard 16 (16.1 – 16.7)

The adoption agency is managed effectively and efficiently. Key Findings and Evidence Standard met? 3 The structure of the organisation, and the place that the agency occupies within it, was coherent and operated in a way that workers understood and felt supported by. Lines of responsibility, accountability and communication were clearly drawn and demonstrated clarity of organisational management; the agency’s workers were clearly comfortable with these arrangements and the service’s functioning was demonstrably efficient as a result of the structure.

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There are clear written procedures for monitoring and controlling the activities of the

adoption agency and ensuring quality performance. Key Findings and Evidence Standard met? 2 The authority’s looked after children Corporate Parenting Group takes an active interest in the work of the agency; it is chaired by the member’s Portfolio Holder and meets every six weeks. The membership of this group includes both elected members and officers, and adoption matters are routinely included on the agenda. The manager writes an annual report, however, there was no mechanism in place to provide the executive with a discrete report on the activities of the agency on a regular, twice yearly, basis - although general information is included in the reports submitted to the cabinet on overall children’s issues.

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Quarterly?

Less than Quarterly? YES Thurrock Borough Council Adoption Service Page 29

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The adoption agency has access to specialist advisers and services appropriate to its

needs. Key Findings and Evidence Standard met? 3 The medical adviser is, as required, a member of the adoption panel and there is a legal adviser who provides expert knowledge to both the panel and the service as a whole. The agency accesses other specialist advice as and when it is required or necessary. Thurrock Borough Council Adoption Service Page 30

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The intended outcome for the following set of standards is:

• The people who work in the adoption agency are suitable to work with children

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Anyone working in or for the adoption agency are suitable to work with children and

young people and to safeguard and promote their welfare. Key Findings and Evidence Standard met? 2 In the main the recruitment practices in the organisation were rigorous and reasonably robust; there were some exceptions found, however, that the authority needs to address to ensure that children’s welfare is appropriately safeguarded. Whilst it was accepted that CRB checks are undertaken in all cases, the practices and arrangements needs to be more robust because workers are sometimes appointed before CRB checks are complete – although there are clear arrangements in place to ensure that such workers do not have direct, unsupervised access to children until they are finalised and known to be clear. Reference numbers are not recorded for destroyed CRB disclosure results; this makes it difficult to find direct evidence of them. It was also noted that the authority does not have a formal system in place to verify written references by telephone.

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Anyone working in or for the adoption agency are suitable to work with children and

All social workers undertaking adoption work are appropriately qualified; the team has some long-service workers and others with less experience. In general it was found to be a well- balanced team that had an eclectic mix of skill and experience appropriate for undertaking the responsibilities of the agency. There was clear evidence of workers being suitably conversant with all relevant legislation, although less experienced/new recruits were less knowledgeable about some of the more specific elements of statutes; nevertheless there was comprehensive knowledge about children’s matters and the Children Act. Those who undertook birth records counselling were suitably skilled and knowledgeable.

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equivalent?

What % of the adoption service’s social workers have a PQ award? 28 % Thurrock Borough Council Adoption Service Page 31

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Staff are organised and managed in a way which delivers an efficient and effective

service. Key Findings and Evidence Standard met? 2 As outlined previously in this report, the management structure is coherent and enables the agency to operate in an efficient way appropriate to the needs of the service and senior managers demonstrated a clarity of understanding of organisational matters. The adoption manager had been in post for some two years and had spent much of this time developing policies and procedures relevant to a service that required some improvement in this area. She had, at the time of the inspection, begun focusing her attention on practice issues and assessment skills, which, it was noted, were in some need of modernisation and updating. Although there was demonstrable expertise and skill within the workforce some of the necessary components necessary for producing well thought through and analytical assessments were not particularly well developed. As indicated already in this report, too

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Staff are organised and managed in a way which delivers an efficient and effective

much emphasis was placed on applicants’ self-assessment and too little on social worker’s analysis (and challenging) of available information. This requires a management initiative that encourages greater social worker input into gathering and disseminating applicants’ antecedents and circumstances – the manager and practice manager are aware of this need and it was clear that this is a developmental priority for them. Workers were satisfied with the level of management support they received and it was evident that formal supervision is an important aspect of service maintenance/oversight that is routinely organised on a regular and frequent basis.

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the needs of the adoption agency and they are appropriately supported and assisted

in providing a service. Key Findings and Evidence Standard met? 2 The staff has a busy work schedule and there are barely sufficient workers to undertake the range of duties currently expected of them; workloads are increasing, which is placing some pressure on the overall ability to manage. Shortfalls are managed with the assistance of workers from the fostering service - and by the practice manager carrying a caseload. Allocation is arranged by the manager and although there was no formalised system of workload management in place it appeared to be organised equitably and with due regard for the needs of the service. The manager and practice manager maintain a realistic overview of workloads and support social workers in ensuring that targets are met and work is undertaken to the appropriate standard. The manager felt, however, that the plans to improve practice in assessments may have some impact on the efficiency of the service in

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the needs of the adoption agency and they are appropriately supported and assisted

the short term and acknowledged that timescales may be compromised in preference for greater thoroughness and depth.

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Number of social work posts vacant

In the adoption service. Thurrock Borough Council Adoption Service Page 32

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The adoption agency is a fair and competent employer, with sound employment

practices and good support for its staff. Key Findings and Evidence Standard met? 3 The agency has had a traditionally low staff turnover, demonstrating a good retention history. The organisational and management practices appeared to offer a sound and supportive working environment and workers said that they had been very happy with their employment situation. Communication between managers and workers was seen to be fluid and it was said that the dynamics of the organisation were professional, supportive yet friendly.

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There is a good quality training programme to enhance individual skills and to keep

staff up-to-date with professional and legal developments. Key Findings and Evidence Standard met? 3 The agency has a good record of training and development of workers in recent times. A substantial amount of the training undertaken by staff is organised jointly with or through the consortium; the range of areas covered was noted as being relevant for the benefit of the service. All but the newest recruit has been trained in birth records counselling. In addition to formal training events there is a joint practitioners meeting within the consortium where workers can pursue particular areas of practice with a wider group of colleagues. Workers felt that the authority has a supportive approach to training and that there was a good relationship with the training department. Thurrock Borough Council Adoption Service Page 33

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The intended outcome for the following set of standards is:

• All appropriate records are maintained securely, kept and are accessible when required.

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maintained for each child, prospective and approved adopter with whom the agency

has worked. Key Findings and Evidence Standard met? 2 The authority has a comprehensive policy and procedure for case record management in respect of children’s services but this does not cover the particular needs of the adoption service, subsequently the system is not formally organised within any corporate policy. There is, nevertheless, a case file management and audit system in place that the manager has inaugurated and this was seen to be paying some dividends in respect of consistency. It was not fully completed, however, and some files were noted as being less well managed than those that had been audited. Omissions from files included – in some, but not all cases - evidence of CRB outcomes (other than a memo, without reference number), copies of written references, copies of panel minutes, a record of adopters agreeing to notify the agency in the event of the death of a child and supervision records (except major decisions).

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maintained for each child, prospective and approved adopter with whom the agency

In the case of the latter, this is in breach of the department’s own policy. Children’s adoption files were reasonably well managed but there were some minor omissions found.

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way, to other adoption agencies and local authorities with whom it is working to effect

the placement of a child. Key Findings and Evidence Standard met? 3 Most of the placements of children with adopters are made within the consortium. There are satisfactory arrangements in place to ensure that information is exchanged in an appropriate and timely way. Policies and procedures were in place to protect any data and ensure confidentiality is maintained. Thurrock Borough Council Adoption Service Page 34

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confidentiality and contents of files, including secure storage and access to case files

in line with regulations. Key Findings and Evidence Standard met? 2 As indicated in standard 25 (above), the agency has a policy and procedure on case recording but this does not include the adoption service, particularly in respect of content and format. A new auditing system has been introduced to check on the quality of file management and this is leading to improvements; on-going case recording, in most cases, was found to be of a good standard with entries being typed, signed and dated. Other administrative files and records were kept in good order and were held securely.

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Up-to-date, comprehensive personnel files are maintained for each member of staff

and member of the adoption panel. Key Findings and Evidence Standard met? 2 In the main the personnel files for staff were found to be of a good standard; they were well maintained and accessible with most information being readily available. There were some omissions found – as indicated earlier in this report there was no copy of the manager’s professional qualification and CRB confirmations do not include a reference number for verification purposes. The records in respect of adoption panel members were in the process of being improved and the manager was aware of all omissions and was in the process of gathering together all required information. Material that was required to be included but was not available was CRB checks in respect of many members. Thurrock Borough Council Adoption Service Page 35

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The intended outcome for the following standard is:

• The premises used by the adoption agency are suitable for the purpose.

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Standard 29 (29.1 – 29.5)

Premises used by the adoption agency are appropriate for the purpose. Key Findings and Evidence Standard met? 3 The premises used by the agency are located in the department’s main headquarters close to the town centre of Grays; they are open during normal office hours and are accessible by both car and public transport. The offices are reasonably spacious and provide a pleasant working environment for the managers and staff. Administration is provided by one worker who was recently appointed; administrative systems were improving since her appointment and were found to be generally good. Files and records were stored appropriately although there was no smoke detector in the room where they were located. It would be advisable if a risk assessment were to be carried out to ensure the contents of cabinets were safe from the risk of fire. There is no computerised system in place for adoption records although attempts

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Standard 29 (29.1 – 29.5)

are being made to achieve a safe and secure system. The authority has a corporate disaster recovery plan. Thurrock Borough Council Adoption Service Page 36

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Date

Thurrock Borough Council Adoption Service Page 37

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D.1 Local authority manager’s comments/confirmation relating to the content and

accuracy of the report for the above inspection. We would welcome comments on the content of this report relating to the Inspection conducted on 15 th December 2004 and any factual inaccuracies:

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D.1 Local authority manager’s comments/confirmation relating to the content and

Please limit your comments to one side of A4 if possible Thurrock Borough Council Adoption Service Page 38

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Action taken by the CSCI in response to the provider’s comments:

Amendments to the report were necessary NO

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Action taken by the CSCI in response to the provider’s comments:

Comments were received from the provider NO

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Action taken by the CSCI in response to the provider’s comments:

Provider comments/factual amendments were incorporated into the final inspection report

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Action taken by the CSCI in response to the provider’s comments:

Provider comments are available on file at the Area Office but have not been incorporated into the final inspection report. The inspector believes the report to be factually accurate

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Note:

In instances where there is a major difference of view between the Inspector and the local authority adoption manager, both views will be made available on request to the Area Office.

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to be addressed and stating a clear timescale for completion. This will be

kept on file and made available on request.

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report:

Action plan was received at the point of publication YES

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report:

Action plan covers all the statutory requirements in a timely fashion YES

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report:

Action plan did not cover all the statutory requirements and required further discussion NO

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report:

Provider has declined to provide an action plan NO

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Public reports

It should be noted that all CSCI inspection reports are public documents. Thurrock Borough Council Adoption Service Page 39

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relating to the inspection conducted on the above date(s) and that I agree with

the statutory requirements made and will seek to comply with these.

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Date

Note: In instance where there is a profound difference of view between the Inspector and the Registered Provider both views will be reported. Please attach any extra pages, as applicable.

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Thurrock Borough Council Adoption Service / 15th December 2004

Commission for Social Care Inspection 33 Greycoat Street London SW1P 2QF

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Thurrock Borough Council Adoption Service / 15th December 2004

Telephone: 020 7979 2000 Fax: 020 7979 2111

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Thurrock Borough Council Adoption Service / 15th December 2004

National Enquiry Line: 0845 015 0120 www.csci.org.uk

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Thurrock Borough Council Adoption Service / 15th December 2004

S0000057173.V200455.R01 © This report may only be used in its entirety. Extracts may not be used or reproduced without the express permission of the Commission for Social Care Inspection

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Thurrock Borough Council Adoption Service / 15th December 2004

The paper used in this document is supplied from a sustainable source

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