At a Glance
- Tasks: Design and implement innovative automation solutions to enhance workflow efficiency.
- Company: Join SmartPA, a vibrant tech-driven company transforming administrative support.
- Benefits: Enjoy competitive salary, flexible working, 33 days holiday, and ongoing career development.
- Other info: Flexible remote options and a positive, people-first culture await you!
- Why this job: Make a real impact by solving problems and optimising processes with cutting-edge technology.
- Qualifications: 4-6 years in tech or workflow automation, strong analytical skills, and programming experience.
The predicted salary is between 50000 - 60000 £ per year.
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
- 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
- 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
- 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
- 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)
- 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
- CV and cover letter review
- Online skills assessment
- Two‑stage interview process
Skills What We’re Looking For
You’ll thrive in this role if you:
Experience
We hire for attitude as much as experience. A growth mindset and strong sense of accountability go a long way.
Essential
Desirable
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
How to Apply
Our Recruitment 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!
Automation and Workflow Architect employer: Smart PA
At SmartPA, we pride ourselves on fostering a vibrant, people-first culture that prioritises innovation and continuous improvement. As an Automation and Workflow Architect, you'll enjoy flexible working arrangements, competitive salaries, and ample opportunities for professional development, all while contributing to impactful projects that transform operational efficiency. Join us in our Edinburgh office or work remotely across the UK, and be part of a team that values creativity and collaboration in delivering world-class administrative solutions.
StudySmarter Expert Advice🤫
We think this is how you could land Automation and Workflow Architect
✨Get Involved in Local Automation Meetups
We can’t stress this enough – getting your face out there in the automation and control systems community can really set you apart. Look for local meetups or workshops where you can chat with industry professionals, learn about what’s trending, and even discover hidden job gems. Who knows, you might meet someone from a company like Smart PA!
✨Show Off Your Projects
Make sure you have a portfolio of your work ready to roll. Whether it’s academic projects, internships or personal experiments, showcase how you’ve tackled automation challenges. When you apply for the Automation and Workflow Architect position at Smart PA, linking your portfolio gives your application that extra oomph and demonstrates your practical knowledge.
✨Leverage Your Uni Career Services
If you’re fresh out of uni, don’t forget about your career services! Many universities have established connections with companies in the automation field. They may know when Smart PA is looking for fresh talent or even have internships that lead to full-time positions. So, hit them up!
✨Keep an Eye on Industry Certifications
While hunting for roles, consider getting certified in relevant automation technologies. It shows dedication and gives you a leg up in the job market. Plus, many organisations offer job boards or networking events to certified professionals. This might just lead you to that coveted Automation and Workflow Architect role at Smart PA!
We think you need these skills to ace Automation and Workflow Architect
Some tips for your application 🫡
Show Off Your Technical Skills:When applying for an automation-control-systems role, it’s crucial to highlight your technical skills. Whether it's your proficiency in programming languages like Python or understanding control systems, make sure your CV showcases these prominently. Don't forget to mention any specific software or tools you're experienced with – that’s music to the ears of hiring managers!
Tailor Your Projects to Automation:If you've worked on any relevant projects, especially those involving automation or control systems, make them stand out in your CV. Use a dedicated section to highlight these projects, explaining your role and the impact of your contributions. This could be the difference between getting noticed and getting overlooked!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine, so tell us why you’re passionate about automation-control-systems! Discuss specific experiences that sparked your interest in this field. Maybe it's a university project or a previous job that truly got you hooked. We love seeing that spark! Make sure to reference how you can contribute to Smart PA and its goals.
Quantify Your Achievements:In the world of automation, results matter. When listing your experiences, quantify your achievements wherever possible. Did you improve system efficiency by a percentage? Did you reduce downtime? Putting numbers to your successes not only demonstrates your impact but also lets us see the tangible outcomes of your efforts. It makes your application pop!
How to prepare for a job interview at Smart PA
✨Master Your Technical Knowledge
In the automation control systems field, you need to brush up on your technical know-how. Be prepared to talk about specific control systems you’ve worked with, such as PLCs or SCADA systems, and expect technical questions or even hands-on problem-solving scenarios during the interview.
✨Showcase Your Projects
Whether it's freelance projects or your academic work, come ready to showcase your portfolio of automation projects. Bring along any diagrams, code samples, or automation solutions you’ve implemented—these can really set you apart and demonstrate your applied skills to Smart PA.
✨Understand Industry Trends
Stay updated on the latest trends in automation technologies and methodologies, like Industry 4.0 or IIoT. We'll want to discuss how these concepts may affect the role and future projects at Smart PA, so showing that you're knowledgeable about current and emerging technologies can give you an edge.
✨Commit to Continuous Learning
As this is a full-time role, it's essential to express your eagerness for continuous improvement and learning. Share how you plan to enhance your skills and keep pace with the evolution of automation in the workforce – companies love candidates who are committed to growth and adaptability.
