Automation and Workflow Architect

Job Description 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 Design and build automation tools and workflows that improve efficiency Develop scalable, sustainable solutions across business functions Turn operational challenges into practical technical solutions Support the development and optimisation of internal systems and processes Process Improvement & Innovation Identify inefficiencies and opportunities for automation Recommend and implement smarter ways of working Use technology to reduce manual effort and improve consistency Stakeholder Collaboration Work closely with teams and stakeholders to understand what they need Provide technical guidance throughout automation projects Communicate ideas, progress and recommendations clearly Performance & Optimisation Monitor the reliability and effectiveness of your automation solutions Troubleshoot issues and make improvements where needed Support the ongoing evolution of tools, systems and workflows Skills What We’re Looking For Enjoy solving problems and improving how things work Are a natural systems thinker who looks at end-to-end logic rather than isolated tasks Think in numbers, and can prove the commercial and operational value of your work Are confident working across both technical teams and business leadership Communicate clearly and work well with stakeholders Take ownership and approach projects proactively 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 4–6 years' professional experience in a technology-focused or workflow-automation environment Strong programming experience (e.g. JavaScript, Python or Java) Hands-on experience building AI-integrated automations — using prompt engineering and connecting systems via APIs (Gemini or similar) Solid workflow and process mapping — designing process logic and spotting common patterns across an account Good working knowledge of SQL databases, data modelling and query optimisation Experience across the full build lifecycle (design, build, deploy, maintain) Confident using data tools to measure automation performance and present ROI to leadership Desirable While not essential, the following would be advantageous: Experience within the Google ecosystem (Workspace, Cloud, Looker Studio, etc.) Knowledge of system integrations, networking and cloud environments Experience supporting production applications and runtime environments Experience building custom performance-tracking dashboards Familiarity with Agile, Lean or Six Sigma We value transferable skills and diverse experience, so if your background doesn't line up perfectly but you can show strong technical capability and a proactive mindset, we'd still encourage you to apply. Work Remotely Yes Schedule Monday–Friday, 09:00–17:30 (UK Hours) Job Type Full-time, Permanent 37.5 hours per week 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 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 Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the requirements of the role. Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile. The selection process consists of two interview stages and skills testing. 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.