Automation and Workflow Architect at SmartPA

City of Edinburgh, Scotland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

28 Sep, 26

Salary

0.0

Posted On

30 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Systems Thinking, Process Mapping, Prompt Engineering, API Integration, Data Architecture, ROI Analytics, JavaScript, Python, Java, SQL, Data Modelling, Workflow Automation, AI Architecture, Stakeholder Management, Analytical Problem Solving, Agile Methodologies

Industry

Administrative and Support Services

Description

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. Acknowledgement of marketing statement 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 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 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) 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. Salary Schedule Job Type: Full-time, Permanent Hours: 37.5 hours per week, Monday–Friday, 09:00–17:30 Job Type 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. 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 did you hear about this vacancy? 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. 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 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!

Responsibilities

The role involves designing and implementing scalable automation tools and AI-integrated workflows to improve operational efficiency. The architect will map system logic and use data tools to quantitatively track and present the ROI of these solutions to leadership.