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.
Automation and Workflow Architect
UK and Edinburgh Head Office
Full-time
Permanent employee
Job Description
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
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
- 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
- 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
- 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.
Essential
Desirable
While not essential, the following would be advantageous:
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
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)
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
Hours: 37.5 hours per week, Monday–Friday, 09:00–17:30
What'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.
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:
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 our recruitment@smart-pa.com inbox.
Our recruitment process typically includes:
- CV and cover letter review
- Online skills assessment
- Two-stage interview process
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 our recruitment@smart-pa.com inbox.
About us
SmartPA delivers world-class, human-centred, tech-enabled PA and business support to organisations of all sizes across the globe.
By combining smart systems, streamlined processes and exceptional people, we help our clients accelerate their growth and scaling plans. From ambitious SMBs to global corporations, our client portfolio has included organisations such as Google, Clarion Events, BBC and Krispy Kreme, all of whom rely on us as a trusted extension of their teams.
We pride ourselves on delivering a service that is professional, proactive and dependable — but what truly sets us apart is our people. Our team is ambitious, supportive and passionate about what we do, and many of our colleagues have built long-term careers with us from a wide range of professional backgrounds.
As a female-founded business built on collaboration, trust and shared success, we champion career development, flexible working and meaningful progression. We believe in creating an environment where people feel supported, valued and empowered to grow.