Automation and Workflow Architect
Employer: SmartPA
Location: UK-Based (Flexible Working Set-up): This role is open to candidates across the UK. The exact arrangement can be tailored to the successful applicant, with options including an Edinburgh-based hybrid model (split between home and our Edinburgh office) or a fully remote setup.
Working hours: Full time - 37.5 hours per week, Monday–Friday, 09:00–17:30
Salary: Not listed
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The Role
As an experienced Automation & Workflow Architect, you’ll require deep expertise in systems thinking and process mapping. Moving a level above early-career execution, the successful candidate will look beyond isolated tasks to architect solutions across workflows using Gemini and API integrations. The industry expectation is that you will bring a native understanding of prompt engineering for automation.
This role suits someone who combines strong technical capability with a proactive, problem-solving mindset and enjoys turning ideas into practical solutions. You’ll work closely with operational teams and stakeholders to map out system logic, identifying core commonalities across the account to structure our strategic workflow priorities. Additionally, you will be expected to utilise data tools to quantitatively track, measure, and present the clear ROI results of your solutions to leadership.Key Responsibilities and Skills
Key Responsibilities
This is a fast-paced, impact-driven role where innovation, ownership and continuous improvement are key.
Workflow Architecture & AI Integration
Automation & Solution DevelopmentDesigning and implementing automation tools and workflows to improve efficiency
Developing scalable, sustainable solutions across business functions
Translating operational challenges into practical technical solutions
Supporting the development and optimisation of internal systems and processes
Process Improvement & Innovation
Identifying inefficiencies and opportunities for automation
Recommending and implementing smarter ways of working
Supporting continuous improvement initiatives across teams and services
Leveraging technology to reduce manual effort and improve consistency
Stakeholder Collaboration
Working closely with teams and stakeholders to understand operational requirements
Providing technical guidance and support throughout automation projects
Communicating ideas, progress and recommendations clearly and effectively
Performance & Optimisation
Monitoring the effectiveness and reliability of automation solutions
Troubleshooting issues and implementing improvements where required
Supporting the ongoing evolution of tools, systems and workflows
Skills
What We’re Looking For
You’ll thrive in this role if you:
Enjoy solving problems and improving how things work
Have strong technical, data architecture and analytical capability
Are a natural systems thinker who looks at end-to-end organisational logic rather than individual isolated tasks.
Have a mindset that thinks quantitively, to prove the commercial and operational ROI of your work.
Are confident working across both technical teams and business leadership
Communicate clearly and work effectively with stakeholders
Take ownership and approach projects proactively with a strategic mindset
Are curious, adaptable and motivated by continuous improvement
Experience
Experience
We hire for attitude as much as experience. A growth mindset and strong sense of accountability go a long way.
EssentialProven Experience: 4–6 years’ established professional experience in a technology-focused or workflow automation environment
Process Mapping & Systems Thinking: Demonstrable experience in workflow mapping, process logic design, and the use of data schemas to identify business commonalities.
AI Architecture & Integration: Practical experience building integrated solutions across AI platforms, utilising prompt engineering for automation and connecting systems via APIs.
Data & ROI Analytics: Proven ability to use data tools to measure, track, and quantitatively present automation performance metrics.
Experience across the full application lifecycle (design, build, deploy, maintain)
Strong programming experience (e.g. JavaScript, Python, Java or similar)
Solid understanding of SQL databases, data modelling and query optimisation
Strong analytical and problem-solving skills
Confidence working with multiple systems, tools and technologies in a fast-paced environment
Desirable
While not essential, the following would be advantageous:Experience working within the Google ecosystem (Workspace, Cloud, Looker Studio, etc.)
Knowledge of APIs, system integrations, networking and cloud environments
Experience supporting production applications and runtime environments
Experience building customised performance tracking dashboards and performance tracking tools
Familiarity with Agile methodologies or process improvement frameworks (e.g. Lean, Six Sigma)
We value transferable skills and diverse experience, so if your background doesn’t align perfectly but you can demonstrate strong capability and a proactive mindset, we still encourage you to apply.
Work Remotely
UK-Based (Flexible Working Set-up): This role is open to candidates across the UK. The exact arrangement can be tailored to the successful applicant, with options including an Edinburgh-based hybrid model (split between home and our Edinburgh office) or a fully remote setup.
Schedule
Job Type: Full-time, Permanent
Hours: 37.5 hours per week, Monday–Friday, 09:00–17:30What's in it for you?
Why Join SmartPA
We’re ambitious about where we’re going and we’re looking for people who want to grow with us.Competitive salary
Annual performance-based bonuses
33 days holiday
Flexitime (core hours: 10:00–16:30)
Hybrid (UK) or fully remote options
Ongoing development and career opportunities
Department incentives
Employee Assistance Programme (including access to counselling services, finance support, legal support, etc.)
A genuinely positive, people-first culture
How to Apply
Our Recruitment Process
Our recruitment process typically includes:CV and cover letter review
Online skills assessment
Two-stage interview process
Please ensure your cover letter clearly demonstrates how your experience aligns with both the role.
If you’re looking for a role where you can combine technical expertise with innovation and problem-solving to create meaningful operational impact, we’d love to hear from you.About us
At SmartPA, we don’t just provide support – we transform it. Our vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future.
Trusted by global leaders in industries like tech, automotive, retail and legal, we’re the engine behind smarter, more efficient operations. With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same!
As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world. If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!
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