5.2 Describe own responsibilities and accountabilities in relation to the administration of medication

This guide will help you answer 5.2 Describe own responsibilities and accountabilities in relation to the administration of medication.

Medication administration in a school or educational setting is a serious duty. If you have responsibility for supporting children who need medication, you must always act within legal, organisational, and ethical boundaries. You are trusted to act carefully, follow written guidance, and protect the health and safety of the child.

Your responsibilities are both practical and legal. You must carry out actions in line with the policies of your school or setting, keeping the child’s needs as the first priority. It is about carrying out tasks exactly as trained, double-checking information, and recording every step accurately.

Following Organisational Policies

All schools and childcare settings have policies for handling and administering medication. These policies tell you what you can and cannot do. You must read these policies and follow them exactly for every medication task.

Policies often include:

• Who can administer medication
• How to check medication details
• How to record given doses
• Procedures for reporting errors

You work under the school’s policy at all times. You cannot decide to give medication in a way that is different from the instructions. If you are unsure about what to do, you must stop and ask the appropriate person, such as the designated member of staff or your line manager.

Legal Accountability

When you administer medication, you take on a level of legal accountability. This means you are responsible for how you carry out the task and for any outcomes linked to your actions. You have a duty of care to the child, and you must act to a standard that another trained person in your position would reasonably meet.

You must consider:

• Following instructions on the pharmacy label or care plan exactly
• Not giving any medication without written consent from parents or carers
• Keeping records for all medication that is administered
• Not using your own judgement to change doses or timings

Breach of these responsibilities can lead to disciplinary action and, in serious cases, involvement of regulatory or legal authorities.

Checking and Confirming Details

One of your main responsibilities is to check all details before giving medication. This includes:

• The child’s name
• The name of the medication
• The correct dosage
• The time the dose should be given
• The method of administration (tablet, liquid, inhaler, injection)
• The date on which the medication expires

You must confirm these details every single time, even if you have given the same medication before. Mistakes happen when people rush or assume. The extra seconds to check are always worth it.

Safe Storage of Medication

Part of your role may involve storing medication before use. You must follow storage instructions from the medication label or the school policy. Some medicines must be kept in a locked cupboard, others in a refrigerator, and some at room temperature.

Points to follow:

• Keep medication in its original packaging with the label intact
• Store in a secure place where children cannot access it
• Keep refrigerated medicines in a labelled container separate from food
• Make sure controlled drugs are stored according to regulations

If medication is not stored correctly, it might not work as expected or could become unsafe.

Recording and Reporting

Record keeping is a key accountability. Every dose of medication must be recorded straight away in the appropriate logbook or system. This provides a clear record and allows others to check what has been given and when.

Your record should include:

• Child’s full name
• Date and time of administration
• Medication name, dose, and method
• Your name and signature
• Any observations or side effects seen

If the child refuses the medication, this must be recorded and reported to your line manager or the designated responsible person.

Consent and Authorisation

You cannot give any medication without proper written authorisation. Usually, this consent comes from a parent or guardian via a signed form. The authorisation will state the medication name, dosage, timing, and any special instructions.

If there is no valid consent form for a medication, you must not administer it. You must pass the matter to the designated member of staff. Verbal consent is not normally acceptable unless this is an emergency and the school’s procedures allow it under specific conditions.

Communication with Parents and Carers

You have a duty to keep parents or carers informed about their child’s medication at school. Some schools send home daily medication records or provide updates where side effects are noticed. You may be responsible for sending an email, written note, or speaking directly to the parent at pick-up time.

Clear communication helps build trust and allows important information, such as changes in dosage or reaction to medication, to be shared without delay.

Maintaining Confidentiality

You must treat all information about a child’s medical needs as confidential. Only staff who need to know the details should have access to this information. Written records should be kept securely, and verbal discussions should take place in private settings.

Breaking confidentiality can harm a child’s dignity and trust and can breach the Data Protection Act 2018.

Responding to Emergencies

Part of your accountability is knowing the emergency procedures in case a child reacts badly to medication or shows signs of a serious allergic reaction. This means being familiar with:

• School emergency protocols
• Contact details for emergency services and parents
• How to use equipment such as an adrenaline auto-injector if authorised and trained

You must remain calm, act quickly, and follow the training you have received.

Training and Competence

You must only carry out medical tasks if you have received the correct training. This includes learning how to check, prepare, and administer the medication, along with recognising possible side effects.

You are accountable for not performing a task if you are not trained or confident to do it. In that situation, you should inform your line manager or a qualified colleague without delay.

Avoiding Errors

Medication errors can have serious consequences. Your responsibility is to reduce risk by:

• Focusing fully when preparing and giving medication
• Checking all steps against the care plan or instructions
• Recording the medication immediately after administration rather than later
• Asking a second trained adult to check the process if possible

If you make an error, you must report it straight away to your line manager and follow the reporting policy. Do not try to hide mistakes.

Respecting the Child’s Dignity

How you give medication affects the child’s comfort and dignity. Some medication needs privacy, such as creams or inhalers. Where possible, explain to the child what you are going to do in a way they can understand. Always treat them with respect and kindness.

Limits of Your Role

You are responsible for carrying out only what you are authorised and trained to do. You should never give medication brought in without proper labelling, medical instruction, or parental consent. You should never change the form of a medication, such as crushing a tablet, unless the instructions say this is correct and you have training to do so.

Knowing your limits protects both you and the child.

Recording Disposal of Medication

Sometimes you will need to return unused medication to parents or dispose of it according to policy. You may need to record this in the medication log and get a parent’s signature as confirmation. Certain drugs must be handed to a pharmacy for safe disposal.

Accountability to Colleagues and the Organisation

Your actions are part of the wider responsibilities of the school or setting. Other staff rely on your accurate records and careful work. The organisation relies on your compliance with policies to meet legal requirements and insurance conditions.

Not following correct procedures can put your colleagues in difficult positions and create serious legal or safeguarding risks.

Professional Conduct

You are expected to act in a professional manner at all times when dealing with medication. This means being punctual for medication rounds, dressing appropriately, keeping your work area tidy, and avoiding distractions during administration. Professional behaviour reinforces trust in your role.

Understanding Medication Types and Routes

Different medications require different methods of delivery, such as oral, topical, inhaled, or injected. Your responsibility is to know which method applies to each medication you administer, follow the correct technique, and use the right equipment.

For example:

• Oral medicines: Measure liquids accurately using a calibrated spoon or syringe
• Inhalers: Check the child knows how to use it and supervise as needed
• Creams or ointments: Wear gloves to protect yourself and the child from contamination

Monitoring for Side Effects

After giving medication, you should observe the child for any changes. Reactions could include rash, swelling, difficulty breathing, drowsiness, or unusual behaviour. You must record and report any changes and take urgent action if symptoms show a severe reaction.

Final Thoughts

Administering medication in a school setting is a task that requires care, organisation, and respect for policies. You are trusted to act responsibly while keeping children safe and comfortable. The main ways to meet your responsibilities are to follow the school’s procedures exactly, check every detail before giving medication, record all actions, and communicate clearly with parents and colleagues.

Your accountability is both personal and professional. You are accountable to the child, their family, your organisation, and the law. By staying focused, following training, and respecting the limits of your role, you help ensure that medication supports the child’s health without avoidable risks. This is a role where accuracy, care, and trust matter every single time.