About

We’re supporting a fast-growing clinical & medical training provider that is overloaded with manual administration, outdated paper-based processes, and disconnected tools. Their current operational setup cannot scale — every new client dramatically increases admin work. They want automation, but without losing the warm, personal touch that defines their client experience. We need an experienced Automation Consultant / Systems Architect to design and build systems that reduces manual admin time, centralises operations, and establishes a scalable foundation for long-term growth. This role includes advisory, architecture, and hands-on implementation. ⸻ The Client’s Challenges The provider is burdened with heavy operational work, including: 1. Manual, Time-Consuming Tasks • Individual emails for joining instructions, reminders, certificates • Manual data entry into Xero • High inbound phone enquiries disrupting workflow • No centralised operational hub 2. Fragmented Systems • Current CRM (Pipedrive) fails to manage operations • No automation for: • Certificates • Invoicing • Delegate comms • Feedback processing 3. Human Error Risks Paper processes create issues with: • Certificate accuracy • Invoicing • Feedback record integrity ⸻ Client Goals • Digitise repetitive tasks • Automate communications • Reduce manual admin time by 50% • Centralise operations in a simpler system • Preserve authenticity and human tone in messaging • Unified CRM handling operations, automation, accounting, and feedback ⸻ Your Role You’ll help us determine the optimal technical direction and lead implementation. We need someone who can think strategically and build efficiently. You will provide expertise on: 1. System Architecture • Choosing the right CRM (GoHighLevel vs Pipedrive w/ custom automation) • Whether HubSpot Starter or Zoho may be better alternatives • Whether all workflows can live inside a single CRM 2. Automation Design & Implementation • Digital certificate generation + compliance workflows • Xero API integration vs Zapier/Make middleware • Intelligent, personalised delegate communication flows 3. Client Experience • Designing automated communications that maintain human warmth ⸻ Who We’re Looking For Someone who has hands-on experience with: • CRM systems (GoHighLevel, HubSpot, Pipedrive, Zoho) • Automation platforms (Make, Zapier, custom integrations) • Xero API integrations • OCR + LLM workflows (for handwritten text) • Operational design for training or service businesses (Not required) • Building scalable systems for small teams You should know how to turn messy manual processes into clean, user-friendly workflows. When you apply, please include: 1. Which CRM you recommend for this client and why. 2. Relevant projects where you built automations for service/training businesses.