There are clear and effective procedures for monitoring and controlling the activities of the agency. This includes the financial viability of the service, any serious incidents, or allegations, or complaints about the service and ensuring quality of the agency.
STANDARD 25 - Managing effectively and efficiently, and monitoring the adoption agency or adoption support agency
Adoption Support Agencies)
The Local Authority Adoption Service (England) Regulations 2003:
- Regulation 7 - General requirements
- Regulation 14 - Arrangements for absence of manager
- Regulation 17 - Complaints
The Voluntary Adoption Agencies and the Adoption Agencies (Miscellaneous Amendments) Regulations 2003:
- Regulation 8 - Registered provider, manager and branch manager – general requirements
- Regulations 11 and Regulation 12 (Complaints)
- Regulation 21 - Notice of absence
The Adoption Support Agencies (England) and Adoption Agencies (Miscellaneous Amendments) Regulations 2005:
- The agency is managed ethically, effectively and efficiently and delivering a good quality service which meets the needs of children and other service users.
NOTE: This standard is not relevant in respect of Adoption Support Agencies where the registered provider is an individual who is not required to appoint a Registered Manager.
If the registered provider is an individual, they are only required to appoint a manager if they are (a) not a fit person to manage the agency or (b) is not, or does not intend to be, in full-time day to day charge of the agency. See Regulation 9 of the Adoption Support Agencies (England) and Adoption Agencies (Miscellaneous Amendments) Regulations 2005.
The manager regularly monitors all records kept by the agency to ensure compliance with the agency’s policies, to identify any concerns about specific incidents and to identify patterns and trends. Immediate action is taken to address any issues raised by this monitoring.
Management of the agency ensures all staff’s work and activity is consistent with adoption regulations and NMS and with the service’s policies and procedures.
Managers, staff and volunteers are clear about their roles and responsibilities. The level of delegation and responsibility of the manager and the lines of accountability, are clearly defined.
Clear arrangements are in place to identify the person in charge when the manager is absent.
The executive side of the local authority, the voluntary adoption agency’s/Adoption Support Agency’s provider/trustees, board members or management committee members:
- receive written reports on the management, outcomes and financial state of the agency every six months;
- monitor the management and outcomes of the services in order to satisfy themselves that the agency is effective and is achieving good outcomes for children and/or service users;
- satisfy themselves that the agency is complying with the conditions of registration.
The agency takes action to address any issues of concern that they identify or which is raised with them.
Staff and volunteers have a copy of:
- the policies and working practices in respect of grievances and disciplinary matters;
- details of the services offered;
- the equal opportunities policy;
- health and safety procedures.
Information is provided to commissioners of services as part of tendering. This includes:
- charges for each of its services;
- statements of any amounts paid to adopters; and
- amounts paid for services, eg health and education.
The agency has written policy and procedural guidelines on considering and responding to representations and complaints in accordance with legal requirements and relevant statutory guidance.
The agency has the facilities to work with children, potential service users and service users with physical, sensory and learning impairments, communication difficulties or for whom English is not their first language.
Oral and written communications are made available in a format which is appropriate to the physical, sensory and learning impairments; communication difficulties; and language of the individual. The procedures include arrangements for reading, translating, Makaton, pictures, tape recording and explaining documents to those people who are unable to understand the document.