Setting

Adoption Service

5th January 2005 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. Hackney London Borough Council Adoption Service Page 1

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Name of Local Authority

Hackney London Borough Council Adoption Service

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service

Hackney London Borough Council Adoption Service Page 2 Date of Inspection Visit 5th January 2005 ID Code

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inspections and bring a different

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

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the time of inspection

Hackney London Borough Council Adoption Service Page 3

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D.3. Provider’s agreement

Hackney London 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 Hackney London 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. Hackney London Borough Council Adoption Service Page 5 BRIEF DESCRIPTION OF THE SERVICES PROVIDED.

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INSPECTION VISITS

The London Borough of Hackney serves a population of 203,000. The borough is densely populated. It is the third densely populated region within London and the United Kingdom. The population is growing. The number of children in the population is growing. Children aged 0-4 years are the largest group. Hackney has the second largest group of 0-4 year olds in Greater London. The population of Hackney is richly ethnically diverse. Fifty three per cent of the population are from minority ethnic groups. The adoption service is part of the overall service provision to children who are looked after by the local authority. The adoption service is an integral part of Children and Families Services, which combines both casework and resource services to children and young people and families in need Hackney London 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.) The London Borough of Hackney adoption service operated from the social services building in Morning Lane in Hackney.

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INSPECTOR’S SUMMARY

There was a statement of purpose in place. This had been formally agreed by the council and reviewed. The statement of purpose accurately described the adoption service. The agency needed to make sure that the statement of purpose contained contact details for the Commission for Social Care Inspection.

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INSPECTOR’S SUMMARY

The agency had a written recruitment strategy for adopters. The agency was very successful in recruiting a diverse group of adopters to meet the needs of children waiting. There was evidence that the assessment and matching processes were carried out in a thorough way. The welfare of children was at the centre of the adoption service.

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INSPECTOR’S SUMMARY

Initial enquiries from adopters were dealt with very promptly. There was a good preparation programme. There was evidence that adopters were treated with professionalism and respect throughout the process.

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INSPECTOR’S SUMMARY

The service to birth parents and birth parents was provided in partnership with the Post Adoption Centre. The agency needed to ensure that they had an effective written strategy to make sure that birth parents and birth parents received a service that recognised the lifelong implications of adoption.

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INSPECTOR’S SUMMARY

There was an adoption panel that met frequently to avoid delays. The panel was thorough and professional in their work. The agency decision was made having taken all of the information into account and parties were informed promptly and without delay. Hackney London Borough Council Adoption Service Page 7 Management of the adoption service

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INSPECTOR’S SUMMARY

The managers were experienced and qualified childcare professionals. The service manager had been covering a vacant team manager post for some time. This post was about to be advertised. The managers demonstrated effective leadership of staff.

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INSPECTOR’S SUMMARY

The staff group had a lot of skills, knowledge and experience in adoption work. There was a sound procedure in place for the recruitment of staff. There was a staff appraisal system. The agency needed to complete the development of a comprehensive training strategy linked to the individual staff appraisal system.

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INSPECTOR’S SUMMARY

The agency had records in place. There were inconsistencies in the quality of the records kept. The agency needed to ensure than a separate adoption case record was set up in every case. They needed to develop a system to monitor the quality and adequacy of records.

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INSPECTOR’S SUMMARY

There were identifiable secure premises used by the adoption service. The service had access to additional premises for training prospective adopters. The premises were listed and presented some challenges for their current users. Hackney London Borough Council Adoption Service Page 8 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:

Hackney London Borough Council Adoption Service Page 9

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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. Hackney London Borough Council Adoption Service Page 10

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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 The Local Authority Adoption Service (England) Regulation s 2003 2(1) LA1 The Statement of Purpose must contain all of the matters listed in Schedule 1 31March

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STATUTORY REQUIREMENTS

3(1) LA1 The Children’s Guide must contain all of the matters listed in Schedule 2 31 March

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STATUTORY REQUIREMENTS

The Local Authority Adoption Service (England) Regulation s 2003 12 (a) LA23 The agency must develop a comprehensive training programme for staff 30 June

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STATUTORY REQUIREMENTS

7(2)(a) LA25 The agency must set up an adoption case record for each child. 31 March Hackney London Borough Council Adoption Service Page 11 Adoption Agencies Regulation s 1983

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STATUTORY REQUIREMENTS

14(3) LA27 The agency must ensure that adoption case records and their indexes are stored securely at all times and that there is a clear policy on access. 31 March

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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 LA4 The agency should develop an evaluation system that seeks the views of prospective adopters at all stages of the preparation and assessment process.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

2 LA5 The agency should ensure that there is a system in place to record whether adoptive parents are prepared to notify the agency if the adoptive child dies in childhood or shortly afterwards.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

3 LA7LA9 The agency should develop a comprehensive strategy for working with birth parents.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

4 LA10 The agency should ensure that written guidance on declaring an interest in a case under consideration is included in Adoption Panel policies and procedures and panel member handbook.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

5 LA11 The agency should ensure that CRB and status checks have been completed before a panel member begins work.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

6 LA12 The agency should ensure that panel minutes are accurate and informative.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

7 LA16 The agency should review and monitor the protocol for transfer of cases into the looked after children team.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

8 LA17 The agency should ensure that the tracking and monitoring system is robust and accurate.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

9 LA18 The agency should develop a written protocol governing the role of specialist advisors.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

10 LA20LA25 The agency should ensure that decisions by supervisors are recorded on case files Hackney London Borough Council Adoption Service Page 12 11 LA20 The agency should develop a job description for sessional workers.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

12 LA28 The agency should ensure that up to date files are maintained for panel members. • 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. Hackney London Borough Council Adoption Service Page 13

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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 NO 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 YES • Directors of Social services YES • Specialist advisor (s) YES Tracking Individual welfare arrangements YES • Interview with children YES • Interview with adopters and prospective adopters YES • Interview with birth parents NO • Interview with birth family members YES • 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 05/01/05 Time of Inspection 10.00 Duration Of Inspection (hrs) 80 Number of Inspector days 10 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) 24 Hackney London Borough Council Adoption Service Page 14 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. Hackney London Borough Council Adoption Service Page 15

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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 There was a statement of purpose in place. The executive side of the council had formally approved the statement of purpose. The statement of purpose had been reviewed within the appropriate timescale. The statement of purpose was clear and well presented. The document had been circulated to all staff and the agency was in the process of making it available to all parties in the adoption process. The statement of purpose needed to contain the address and telephone number of the Commission for Social Care Inspection. The statement of purpose contained all of the other required elements. The adoption service had developed two children’s guides. One guide was for older children and there was an interactive guide for younger children. The guides were clearly written and well presented. The children’s guides needed to contain the address and telephone number

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

of the Commission for Social Care Inspection and the name, address and telephone number of the children’s rights director. The statement of purpose and the children’s guides were available in different languages. The policies and procedures relating to adoption were contained in an adoption staff manual. The manual accurately reflected the statement of purpose and made reference to this document. There was evidence that the policies and procedures described in the adoption staff manual were the framework for adoption practice in Hackney.

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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 Hackney London Borough Council Adoption Service Page 16

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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 had a written recruitment strategy in place. The strategy was linked to the profiles of children with adoption best interest decisions and recommendations. The recruitment of prospective adopters was targeted to meet the specific needs of the children waiting locally. There was evidence that the adoption team were very successful in recruiting a diverse range of adopters that were able to meet the specific needs of these children. This was particularly relevant in relation to the ethnic, cultural, religious and language needs of the children. Over 75% of the children with an adoption care plan were from black and ethnic minority backgrounds. The recruitment of adopters reflected this rich diversity. The system of targeted recruitment based on the needs of the children waiting was evidence that children were 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

The recruitment strategy was routinely evaluated and reviewed to ensure it continued to meet the needs of the children waiting.

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In the last 12 months:

How many children were identified as needing adoptive families? 59 How many children were matched with adopters? 30 How many children were placed with the service’s own adopters? 22 How many children were placed with other services’ adopters? 8 How many children were referred to the Adoption Register? 10

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adopters does this represent?

95 % How many sibling groups were matched in the last 12 months? 5

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waiting for a match to be identified?

Hackney London Borough Council Adoption Service Page 17

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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 There was a range of written information that was given to adopters without delay. The information was clear and well presented. The information included eligibility criteria and a description of the process from application to post adoption services. The service had an attractive up to date website. There was evidence from adopters that the service had welcomed them without prejudice. A number of adopters said they had contacted other agencies before deciding to proceed with Hackney. They had chosen Hackney because of the quality of the initial contact, the timely follow up and the clarity of information. Adopters said they had been helped to understand the process from the beginning. Adopters also confirmed that they had been treated with professionalism and respect. There was evidence that adopters were given clear and accurate information about local

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

children at an early stage in the process. Assessments of adopters for children waiting were given priority in the allocation of an assessing social worker. The agency undertook inter-country adoption assessments. Three inter-country assessments had been completed in the year before the inspection. An inter country adopter was interviewed as part of the inspection process. The adopter expressed their satisfaction with the service they had received. Hackney London Borough Council Adoption Service Page 18

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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? 3 There was evidence on files seen during the inspection that adopters were involved in a thorough and comprehensive assessment process. Adopters visited during the inspection confirmed that this was the case. All relevant checks were evidenced on files. The references, application forms and Form F’s seen during the inspection confirmed that applicants were assessed for their capacity to look after children in a safe and responsible way. There was a preparation group programme that was held during the day, midweek over three days. A crèche was provided. Prospective adopters were asked to give feedback on each session of the preparation course. The agency should develop an evaluation system that invites prospective adopters to comment on all parts of the assessment and preparation process. This would ensure that

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Prospective adopters are involved in a formal, thorough and comprehensive

feedback from users of the service was routinely incorporated into all aspects of service development. Hackney London Borough Council Adoption Service Page 19

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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 Adopters confirmed that the matching, introduction and placement process were clearly explained. Written information was provided in the guide for adopters. This included information about the Adoption Register for England and Wales. The adopters visited during the inspection were aware of the role of the register. The medical advisor was available to meet with adopters as necessary. There was evidence from adopters that they had been given all of the available information about children before placement. There was a practice of adopters completing family books to help to prepare children for placement. The family books were child centred. The agency needed to develop a system to ask adoptive parents whether they are prepared to agree to notify the agency if the child dies during childhood.

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Adoption Register?

YES Hackney London Borough Council Adoption Service Page 20

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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? 3

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There was evidence of good support for adopters. This was evidenced on files and

confirmed by adopters during the inspection and in returned questionnaires.

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Adopters were enabled to understand the impact of discrimination and to develop

skills to help children to inspectors by adopters during the inspection.

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placement. Guidance on disruption was contained in the procedural manual

Number of adopter applications started in the last 12 months 25

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placement. Guidance on disruption was contained in the procedural manual

Number of adopters approved in the last 12 months 24

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last 12 months

Number of adopters approved but not matched 7

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last 12 months

Number of adopters referred to the Adoption Register 1

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and adoption, in the last 12 months?

Hackney London Borough Council Adoption Service Page 21

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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? 2 There was evidence in returned questionnaires that some birth parents did not feel they were getting a good service. There were no arrangements in place for birth parents to routinely have access to a support worker independent of the child’s social worker. The agency had some arrangements with the Post Adoption Centre. It was not clear how many birth parents were enabled to access this service. There was no evidence that birth parents had the opportunity to see or comment on what was written about them on Form E’s. There were no birth parent signatures on the Form E’s seen during the inspection. There was no mention in case recording that birth parents had been given the opportunity to comment and sign. The agency needed to address these issues.

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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 It was clear from some files and discussions with staff in the adoption service that the maintenance of the child’s heritage was seen as very important. The looked after children team were passionate about the undertaking of life story work. The pressures of other work meant that this was not always given the priority it required. There was a post box system in operation. Workers in the adoption service made every effort to facilitate this service and to support birth parents with their contributions. These contributions were a fundamental contribution to maintaining the child’s heritage. Hackney London Borough Council Adoption Service Page 22

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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? 2 The agency did not have a clear strategy for working with and supporting birth parents both before and after adoption. The agency recognised this was an area that needed to be addressed. Hackney London Borough Council Adoption Service Page 23

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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? 2 There were clear written policies and procedures about the handling of the functions of the adoption panel. There was a panel handbook for members. Members were also provided with a copy of the BAAF publication “Effective Panels”. The procedures and handbook did not include guidance on declaring an interest in a case under consideration. In practice members brought this to the attention of the chair. The interest was discussed and agreed to be either prejudicial or non-prejudicial dependent on the individual circumstances of each case. This practice needed to be included in the handbook and the induction process for panel members. The issue of conflict of interest had been recently tested when the panel had been asked to approve a panel member as an adopter. The panel chair had dealt with this matter in a very professional manner. She had

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

discussed the issue with senior managers and made it clear in writing that this was not appropriate practice. The panel was observed during the inspection. All panel members demonstrated a good understanding and commitment to the task in hand. Prospective adopters were given the opportunity to attend panel and be heard. There was evidence from adopters that this was handled sensitively. There were plans to relocate the panel to more comfortable surroundings in the resource centre. This would afford better facilities for waiting prospective adopters and was eagerly awaited. At the time of the inspection no date had been set. Hackney London Borough Council Adoption Service Page 24

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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 The panel was properly constituted. There was a vacancy for a vice chair and one other member. These appointments were being addressed. The chair of the panel was an experienced and accomplished childcare professional. The chair provided the panel and the agency with relevant up to date practice information from other areas of her professional life. There was evidence from panel member’s files that not all members had completed CRB and status checks before beginning work on the adoption panel. This needed to be addressed.

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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? 2 Dates for panel meetings were set one year in advance. Meetings were held monthly as a minimum. There was evidence that the panel papers sent to members in advance of the panel meeting did not always contain all of the relevant documentation. There were occasions when papers needed to be circulated on the panel day. This was confirmed in discussion with panel members and directly observed by the inspector. There was evidence that draft panel minutes needed a lot of attention from the panel chair and the adoption manager before they could be taken back to panel and agreed as a true record. The agency needed to ensure that the minutes were of a consistently good standard without the interventions and endeavours of the chair and the adviser. Hackney London Borough Council Adoption Service Page 25

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

the child. Key Findings and Evidence Standard met? 3 The agency decision maker received and scrutinised all of the information for each case. The agency decision maker had regular meetings with the agency adviser and the panel chair. The decision maker had met members of the adoption panel. There was evidence on one of the files seen by the inspectors during the inspection that the decision maker sought clarification before making a decision in a case, if this was required. There was evidence from files that decisions were taken in a timely manner. During interviews with adopters, they confirmed that verbal feedback was given quickly. This was confirmed in writing within the required timescale of seven days. Hackney London Borough Council Adoption Service Page 26

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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 The head of service (children’s resources) and the service manager were both qualified and experienced professionals with a lot of skills, knowledge and experience in adoption work. The service manager had been directly managing one of the social work teams as well as managing the other manager. This post was about to be advertised. The appointment would free up some service management time and take some pressure off the service manager. The head of service was responsible for managing the budget. The service manager was involved in regular meetings and discussions about budget issues with the head of service. The budget monitoring and management system was rigorous. The service manager was seen as available and helpful to staff. There was evidence that she exercised effective leadership and was viewed as having a lot of knowledge. In the

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efficiently and effectively and

absence of the service manager staff confirmed that they would seek and get support from the head of service. There was a performance management system in place. The monitoring of this was the joint responsibility of the head of service and the service manager. There were clear written job descriptions in place. There was also clear evidence that the service operated in a very child centred way.

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of working in a childcare setting in last 5 years?

YES Hackney London Borough Council Adoption Service Page 27

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voluntary organisation or business concerned with safeguarding and promoting the

welfare of children. Key Findings and Evidence Standard met? 2 The agency had a written recruitment and selection procedure for the appointment of managers and staff. The appropriate references and checks for managers were in place. The agency had a system for renewing CRB checks every three years. The agency needed to develop a system to follow up written references with telephone enquiries. Hackney London 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 There was evidence that the agency was well managed. There were clear roles for managers and staff. Lines of accountability and communication were well established. The agency had a performance management system in place. There was a regular series of meetings that monitored progress against key deliverables in the business plan. The agency had an equal opportunities and ethnic monitoring system with clear guidance notes for staff and managers. The premise underlying this system was that monitoring only has value if it contributes to a more individualised and effective service response. The staff were familiar with the monitoring system. There was evidence in the successful recruitment and approval of adopters from diverse backgrounds and heritage that the equal opportunities monitoring system was delivering to the needs of the children waiting.

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Standard 16 (16.1 – 16.7)

The looked after children’s fieldwork team and the adoption team were located in the same part of the departmental structure. This was as a result of a restructuring two and a half years ago. The service manager (adoption) and the head of service children’s resources managed both of these services. This restructuring of services had led to clearer and more timely permanence planning for children whose cases were transferred into the looked after team.

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Number of the above complaints which were substantiated

Hackney London Borough Council Adoption Service Page 29

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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 There was evidence of routine reporting and monitoring procedures and a framework for managing service performance was in place. There were gaps in the information presented to the inspectors. The system for tracking children needed to be more accurate and robust. The managers were able to answer questions about children from information held in their heads. This information needed to be held with the same degree of accuracy within the monitoring and tracking system. The head of service met with the lead member for children’s services on a quarterly basis. A quarterly report was prepared on significant progress and areas for development. There was written information available for adopters on adoption allowances.

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

needs. Key Findings and Evidence Standard met? 2 The agency had a medical advisor who was a panel member. The medical advisor was available to meet with prospective adopters prior to matching if required. The legal advisor was a panel member and was regularly consulted on legal matters. There was evidence from staff and adopters that the service of the advisors was highly valued. The agency needed to develop a written protocol governing the role of specialist advisors. Hackney London 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 The agency had a written recruitment and selection procedure for the appointment of staff. Appointments were dependent upon a formal interview and satisfactory references. The agency needed to update procedure and practice to included telephone enquiries. The staff group demonstrated considerable skills and experience in adoption work. All staff were familiar with the legislation and had developed skills in undertaking direct work with children, including life story work. The family finding team had skills and experience in section 51 birth records counselling. The staff group were all qualified with the exception of two trainees who had almost completed the Dip. SW. Students were supervised by an experienced practice teacher. At the time of the inspection 10% of the social work staff had completed the PQ award.

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

All advisors to the service were professionally qualified.

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equivalent?

What % of the adoption service’s social workers have a PQ award? 10 %

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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 People with appropriate management skills managed staff. The workload management system for the looked after children’s team needed to be kept under review to ensure that all aspects of the work can be delivered. This was particularly relevant in relation to life story work and direct work with children. The assessment and approval of adopters was competed in a timely way. There was a supervision policy and procedure in place. Staff confirmed that supervision did take place. There was limited written evidence on files of the outcomes of supervision, this needed to be addressed All employees had a relevant job description. There was no job description in place for sessional staff this needed to be addressed. Hackney London Borough Council Adoption Service Page 31

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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? 3 The staff were appropriately qualified and experienced. At the time of the inspection there were two vacant posts in the looked after children’s team that were filled by agency staff. There were plans to recruit to these vacancies. There were issues about the level of remuneration received by agency staff in relation to permanent staff. The agency needed to ensure that they encouraged the retention of permanent staff. The family finding team did not have any vacancies. This level of staff retention in the family finding team was very good.

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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 had a public liability and professional indemnity insurance for all staff. There was a whistle blowing policy that was known to staff. There was evidence from staff that the council was a fair and competent employer with sound employment practices.

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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? 2 A staff appraisal system was in place. There was no comprehensive children and families training plan. This plan was under development at the time of the inspection. The plan needed to incorporate the outcomes of the appraisal system and include an evaluation and reviewing mechanism to ensure it remained relevant. Hackney London Borough Council Adoption Service Page 32

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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? 1 The agency procedures were clear that a separate adoption record should be set up for each child. There was evidence that this was not happening in practice. The agency needed to ensure that the regulations and procedures were followed in all cases. There was evidence of all the appropriate status checks, enquiries and written references on the adopter’s case records seen during the inspection. These records were generally in good order. The agency needed to ensure that decisions by supervisors were recorded on all files.

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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 There was a council wide data protection policy in place. Records were made available as appropriate. Theses requests were handled professionally and sensitively by the adoption support social workers. Hackney London Borough Council Adoption Service Page 33

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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? 1 There were separate records for staff, complaints and allegations. The records were seen during the inspection. The agency needed to develop a system to monitor the quality and adequacy of records. The adoption records were stored in the basement in an unlocked room. The records were in cabinets. The cabinets were not locked at the time of the inspection. The agency was in the process of organising and indexing the records. This work needed to be completed. The storage, safety and security of the records needed to be reviewed to ensure that regulatory requirements were met.

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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 The agency maintained personnel records for all staff. The agency was in the process of setting up adoption panel. A number of files were examined as part of the inspection process. The agency needed to ensure that adoption panel member’s files contained all of the elements required by the National Minimum Standards. Hackney London Borough Council Adoption Service Page 34

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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 adoption service was housed in a listed building in Morning Lane in Hackney. The building had a secure entry system and there was a lift to all floors, including the basement where records were stored. The building had been built for industrial purposes. The reception area had been recently refurbished to a good standard and the outside of the building had been restored. The office accommodation met the minimum standard but it was not without challenges for staff. The service had access to a local resource centre for adopters training. The resource centre had crèche provision. There were plans to move the adoption panel to this building in the near future There was a major incident plan in place and I.T. systems were backed up council wide. Hackney London Borough Council Adoption Service Page 35

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Date

Hackney London Borough Council Adoption Service Page 36

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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.

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

We would welcome comments on the content of this report relating to the Inspection conducted on 5 th January 2005 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 Hackney London Borough Council Adoption Service Page 37

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

Amendments to the report were necessary YES

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

Comments were received from the provider YES

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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 YES

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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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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

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report:

Action plan did not cover all the statutory requirements and required further discussion

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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. Hackney London Borough Council Adoption Service Page 38

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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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Hackney London Borough Council Adoption Service / 5th January 2005

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

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Hackney London Borough Council Adoption Service / 5th January 2005

Telephone: 020 7979 2000 Fax: 020 7979 2111

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Hackney London Borough Council Adoption Service / 5th January 2005

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

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Hackney London Borough Council Adoption Service / 5th January 2005

S0000055128.V204692.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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Hackney London Borough Council Adoption Service / 5th January 2005

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

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