I have applied for two jobs in a library system where I used to work. I listed my supervisor from my previous job as a reference, but I have not yet told her about it. Here's why: In my current job, the director retired about 6 months after I started, leaving me with a lot of the administrative duties, while my position is supposed to mainly responsible for systems. After that first boss retired, the director of the library where I used to work was brought on as an acting director. She was not my direct supervisor in the previous job, that was the head of reference whom I listed as the reference. The problem is that the job search for new director has dragged on about 8 months now, two candidates were offered the position, but both declined. The acting director and I do not get along too terribly well, since she has a very top-down, uncommunicative management style which I find hard to deal with. In fact that was part of the reason why I wanted to leave the library where she was director. Obviously I was not thrilled when she was appointed acting director.

My big concern is when should I notify the head of the reference department that I am applying for these jobs? I'm quite concerned that if I told her, she would tell her boss, the director who is also my acting director, even if I ask for her discretion. I know this because I heard from her before it was officially announced that both of those candidates declined the director job. The first job I'm applying for closes today & I've already sent in the application with her as a reference, because I know that she would give a good reference. I think she would understand that this organization I'm in now is unstable and there is little chance of improvement in sight. Add to that the fact that my family was much happier living where we used to be & I'm really ready to move on.

So, the question is this: is it ok to wait until I am contacted for an interview to notify this reference, or might it even be ok to wait until after the interview? Aren't references checked almost always after the interview? I'm pretty sure that as soon as I tell her I'm looking, that fact will get to the acting director, and I'd like to delay that as long as possible.

I think it's very important to ask someone ahead of time to be a reference. I also think it's a good idea to alert people you've already asked to be a reference that you are looking for employment if you've been out of the loop and haven't used them as reference in awhile.

Some people can be caught off guard when they get a phone call for reference if they haven't heard about you/or from you for an extended period of time. As a job seeker, you want your references to be immediately responsive to your name in a positive way when they hear it on the phone.

Thanks for all the comments. Yesterday I went & spoke to my former supervisor. She was completely sympathetic and understood the need for discretion. I must have known this before, but I had forgotten that she has a similar feeling about the acting director and doesn't get along with her too well either. She agreed that the board did not make the best decision by selecting that person as the acting director. In the future I will certainly check with anyone before listing them as a reference. Thanks again for the feedback.