Automation and Workflow Architect

Smart PA; City of Edinburgh; On-site; GBP 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Annual performance-based bonuses

33 days holiday

Flexitime

Ongoing development opportunities

Employee Assistance Programme

Job summary

Smart PA is seeking an experienced Automation & Workflow Architect to design and implement automation solutions. The successful candidate will collaborate closely with teams to improve operational efficiency and track ROI of automation initiatives.

You should have a strong background in systems thinking, process mapping, and building integrated solutions across various platforms. This position offers flexible working arrangements across the UK.

Qualifications

• 4–6 years of professional experience in a technology-focused environment.
• Strong skills in process mapping and systems thinking.
• Practical experience in AI architecture and integration.

Responsibilities

• Design and implement automation tools to improve efficiency.
• Identify inefficiencies and recommend smarter ways of working.
• Collaborate with teams to support automation projects.

Skills

Technical capability

Problem-solving mindset

Data architecture

Analytical capability

Systems thinking

Experience in workflow automation

Strong programming experience

Understanding of SQL databases

Job description

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 Development

• Designing 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 quantitatively, 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.

Essential

• Proven 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

• 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, 09:00–17:30

What's in it for you?

Why Join SmartPA

• 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

• 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.

Please note: we receive a high volume of applications so sometimes it can take us a little longer to get in touch. We welcome enquiries to recruitment@smart‑pa.com inbox.

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 such as 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!