5.1 Outline the organisational policies and procedures for the management of the administration of medication

This guide will help you answer 5.1 Outline the organisational policies and procedures for the management of the administration of medication.

The safe administration of medication in schools and educational settings is an important responsibility. Each organisation will have policies and procedures to make sure medication is stored, handled, administered and recorded safely. These procedures protect the pupils, staff and the organisation. They are shaped by national legislation and local authority guidance.

Policies in this area are written documents explaining rules, standards and guidance. Procedures are the step-by-step instructions that say how to put those policies into practice. Both must be followed consistently by all staff who deal with medication.

A clear understanding of these policies and procedures helps create a safe learning environment and ensures that legal and professional requirements are met.

Legal Context

In the UK, the administration of medication in schools is guided by laws such as:

• The Children and Families Act 2014
• The Health and Safety at Work Act 1974
• The Medicines Act 1968
• Data Protection Act 2018 and UK GDPR

The Children and Families Act 2014 requires schools to support pupils with medical conditions. This can include creating individual healthcare plans. The Health and Safety at Work Act 1974 covers the employer’s duty to safeguard staff and pupils. The Medicines Act 1968 describes how medicines must be prescribed, supplied and administered. Data protection laws ensure personal medical information is kept secure and confidential.

These laws directly affect an organisation’s medication policy and procedures.

Key Aims of Medication Policies

An organisational medication policy will usually aim to:

• Protect health and safety of pupils
• Make sure only trained staff handle medication
• Reduce risk of errors in storing or giving medicines
• Provide clear recording and reporting systems
• Support pupils with long-term and short-term health needs
• Meet legal obligations under UK law

Staff Roles and Responsibilities

Policies clearly set out the roles of staff. Most schools have designated members of staff who are trained to administer medication. Teachers and learning support staff may not have to give medication, but if they do, they must have training and follow procedure.

The policy will often say that:

• Only trained staff administer medication
• Staff can refuse to give medication if they do not feel competent
• The headteacher has overall responsibility for policy implementation
• Parents have to provide written permission and supply medication in original packaging

These responsibilities prevent mistakes and make clear who is accountable.

Receiving Medication from Parents or Carers

Procedures explain the correct process for accepting medication into school.

The steps often follow this pattern:

• Parent or carer gives medication to the main office or designated member of staff
• Staff check that it is in the original container with a clear pharmacy label
• The label must show the child’s name, dosage, frequency and expiry date
• Staff check the medication matches the written parental agreement form
• Details are recorded in the school’s medication register

This prevents accepting medication that is unlabelled or unclear. It also means there is a clear record of what has been handed in.

Storing Medication Safely

Storage arrangements are a critical part of policy. The policy and procedures will set out exactly where medication is kept and how access is controlled.

Common arrangements include:

• Storing medicines in a locked cupboard in a secure room
• Keeping refrigerated medicines in a locked fridge
• Controlled drugs stored in a separate locked cabinet with extra recording procedures
• Key access restricted to trained staff only

Regular checks may be carried out to make sure medicine is still within its expiry date, labels are clear, and storage areas are clean and at the correct temperature.

Administration Procedure

Policies will give a step-by-step process for giving medication to a pupil during the day. Staff must follow each step to reduce the risk of errors.

This process often includes:

• Checking the identity of the pupil
• Checking the medication name, dosage, and timing on the label against the record sheet
• Washing hands before handling the medicine
• Preparing the correct dose without touching any part that enters the mouth
• Giving the medicine in the agreed form (tablet, liquid, inhaler, etc.)
• Watching the pupil take the medicine to confirm it has been swallowed or taken correctly
• Recording the details on the medication record sheet immediately after administration
• Signing the record and asking another staff member to witness if required

Recording and Record Keeping

Accurate recording is stressed in all organisational policies. Written or electronic records provide evidence of care and support and protect staff from false allegations.

The record usually includes:

• Child’s full name
• Date and time medication was given
• Name, dose, and method of administration
• Name and signature of the person giving the medication
• Name and signature of the witness if policy requires two staff to be present

The policy may also require recording if a dose is missed, refused, or delayed and the reason for it.

Dealing with Refusal or Errors

If a pupil refuses medication, the procedure often states that staff must:

• Not force the child to take it
• Record the refusal in the log
• Inform parents as soon as possible
• Seek advice if refusal affects health seriously

If an error happens, such as giving the wrong dose or missing a dose, procedures usually state that:

• The error must be reported immediately to senior staff
• Medical advice should be sought straight away
• Parents or carers must be informed promptly
• An incident form must be completed
• A review of the process must be carried out to prevent repeat errors

Controlled Drugs

Controlled drugs are medications regulated under the Misuse of Drugs Act 1971. These include strong pain relief medicines or ADHD medication such as methylphenidate.

Procedures for these drugs are stricter. This may include:

• Storing in a locked, non-portable cabinet
• Keeping a controlled drugs register with running totals
• Recording each time the drug is given or received
• Having two members of staff witness administration
• Returning unused medicines to parents or the pharmacy with a signed receipt

Failure to comply can lead to legal consequences and risks to pupil safety.

Self-Administration by Pupils

The policy should state if and when pupils can take their own medication. This is sometimes allowed for inhalers, diabetes insulin pens, or emergency allergy medicines.

The procedure will include:

• Written permission from parents
• Risk assessment of the pupil’s ability to take it safely
• Secure but accessible storage point for pupil
• Staff keeping a record each time the pupil takes the medication

This supports independence while keeping safety checks in place.

Disposal of Medication

Procedures cover safe disposal or return of medicine. Expired or unused medication must not be placed in general waste.

Usual practice is:

• Return to the parent for disposal
• Or give to a local pharmacy who can dispose safely
• Record the date and method of disposal in the register

Safe disposal prevents harm to other pupils or staff.

Training and Competence

Organisations require that staff who handle medication receive regular training. This may be through:

• In-house sessions led by health professionals
• Online training modules for theory knowledge
• Practical demonstrations of safe handling and administration

Training should be refreshed regularly so skills remain current and compliant with legislation. Staff competence may be assessed through observation or quizzes.

Confidentiality and Privacy

Medical details are classed as sensitive personal information under data protection law. Policies state that information is shared only with essential staff.

Procedures often require:

• Locking paper records in a filing cabinet
• Storing electronic records on password-protected systems
• Not discussing a pupil’s medical condition in public areas
• Ensuring administration of medication is done discreetly

This maintains trust between the school, pupils and parents.

Communication with Parents and Healthcare Professionals

A strong policy will set out how and when to communicate with parents and health professionals.

This can include:

• Written parental consent before taking or giving any medication
• Sending home written reports about regular medication use
• Contacting parents if medication changes or issues arise
• Working with GP or school nurse to plan healthcare support

Regular communication makes sure everyone involved is informed and supports the pupil’s wellbeing.

Monitoring and Review of Policies

Organisations will review medication policies on a set schedule, such as once a year. This review checks:

• Policies match current legislation
• They reflect best practice guidance
• They are practical for staff and meet pupil needs

Reviewing policies helps keep procedures safe and up to date.

Final Thoughts

Following organisational policies and procedures for the management of the administration of medication is about keeping children safe. These rules and instructions protect health and well-being. They help staff carry out their duties confidently and lawfully.

As someone supporting teaching and learning, you may be directly involved in giving medication or helping to monitor children with medical needs. Knowing and following the correct processes shows professionalism and care. It ensures pupils get the support they need without unnecessary risks. Every step taken, from storing a bottle of medicine to recording its use, is part of a structured system created to protect everyone in the setting.